Legislative Services Coordinator

Internal / External

The Corporation of the City of St. Thomas

**Treasury Department, is recruiting for a**:
Legislative Services Coordinator
(Regular, Full-Time)

Job Posting #685-02-23
- This is an in-office position.

***:
This CUPE Local 841 position, under the general supervision of the City Clerk and/or designate, performs administrative and legislative support for the Department, Council and various Committees. Assists with the implementation, maintenance and auditing of the Records and Information Management program, serves as Assistant Secretary-Treasurer for the Committee of Adjustment, is appointed as Deputy Division Registrar for Vital Statistics and as Commissioner of Oaths, researches and advises on applicable legislation and by-laws, assists with Corporate Customer Service, and provides assistance with all aspects of Municipal Elections.

**MAJOR TASKS**:
1. Coordinates and provides administrative and legislative support for Department, Council, various Committees, Boards, Emergency Management Control Group, including preparation of agendas. In the absence of the City Clerk and/or Deputy City Clerk, attends Council meetings and records minutes of the meetings, including formulation of resolutions during the Council meetings, as required.

2. Serves as Assistant Secretary-Treasurer, for the Committee of Adjustment, providing administrative support, stamping and signing of deeds, the notification process and the compilation of information for Local Planning Appeals Tribunal (LPAT) hearings.

3. Assists with the Records and Information Management program promotion, outreach, staff training, and advisory services to City departments, facilitating municipal wide consistency in City Departments; including Records and Information Management (RIM) program components such as classifying, coding, cross-referencing, logging and storing records of all media types, including archival records according to the City's Records Retention Policy and records and information management system.

4. Assigns municipal street numbering for new developments, including correspondence to agencies, to ensure integrity of 9-1-1 addressing for the City, as required.

5. Drafts applicable by-laws for review. Provides guidance to staff in other departments regarding by-law requirements and preparation. Assists Council, staff and the public with inquiries regarding past, current and future by-laws. Ensures by-laws, contracts and agreements are executed and maintains index for same.

6. Prepares and authors reports to Council on behalf of the Clerk’s Department relating to various matters and performs confidential administrative duties and assists with special programs and projects, as required.

7. Assists with the provision of Customer Service including entering service requests in the City’s Corporate Customer Service Request Manager System, as required.

8. Coordinates corporate advertisements, including Council and Clerk’s Department advertisements, in various local media and calculates billing for each department.

9. Creates and maintains information on City website on behalf of City Clerk’s department.

10. Assists with creating and maintaining files for requests relating to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) as set out by the Province. Provides advice to Council, department heads and the general public about requests relating to MFIPPA. Assists with preparing correspondence necessary for the process of requests including justification of decision to the Privacy Commissioner.
- laws, corporate policies and other documents as required. Provides assistance, including excerpts of same upon request from various sources both internal and external to the Corporation.

12. Appointed as Commissioner of Oaths for taking affidavits by the Attorney General. Has the authority to require the production of any documents and witnesses various forms of documents both internal and external to the Corporation.

13. Appointed as Deputy Division Registrar for the City; manages Vital Statistics by reviewing and registering birth and death documents, including issuance of burial permits. Appointed as Deputy Issuer of Marriage Licences.

14. Authorizes requisitions, payments and expenditures up to $5,000.00 and performs cash functions and recording of such according to City procedures.

16. This position must be compliant with all provisions of the Occupational Health and Safety Act, related to “Duties of a Worker”.

17. Performs other such related duties as may be assigned.

**QUALIFICATIONS**:
**CONDITIONS OF EMPLOYMENT**:
May be required to work beyond the normal hours of work including Committee and Council meetings and the processing of death and burial documents. Must sign confidentiality agreement with the City.

**Remuneration Range**: $30.50 - $38.11 per hour working 35 hours per week plus a comprehensive benefits package and OMERS pension plan.

Applications must be received no