Legislative Compliance Co-ordinator

*Job Description
Section:*
Clerk's Services

Division:
Legal and Clerk's Services

Department:
Office of the Chief Administrative Officer

Initial Reporting Location:
Tom Davies Square

Job Status:
Contract position

Estimated Probable Duration:
Eighteen (18) months

Number of Vacancies:
1

Union Affiliation:
Non union

Hours of Work:
70 hours bi-weekly

Shift Work Required:
No

Range of Pay:
Group 11 $3,197.60 to $3,764.60 bi-weekly

The start date will follow the selection process.
Main Function:
Responsible for supporting legislative compliance and statutory responsibilities in the Clerk's Section, including assistance in organizing and conducting the municipal election, assistance with management of the agenda production process and the vital statistics program, assist with the management of the Provincial Offences Court, intake and processing of Municipal Freedom of Information and Protections of Privacy Act (MFIPPA) requests and appeals, overseeing applications made under the Line Fences Act and the Ontario Wildlife Damage Compensation program, ensuring adherence with Accessibility legislation and co-ordination of records management under the appropriate legislation and by-laws.

Characteristic Duties:
Under the general direction of the Manager of Clerk's Services/Deputy City Clerk.

• Assist the Manager of Clerk's Services/Deputy City Clerk in the organization and delivery of all aspects of municipal elections, ensuring that the election is in compliance with the Municipal Election Act and other relevant legislation.
• Recruit, supervise, train and guide election officials including assignment of officials to voting locations.
• Coordinate election logistics, including monitoring of the election budget, preparing Request for Proposal's (RFPs), selection of voting stations, security of election materials, and development of training modules and manuals.
• Coordinate the processing of all candidate paperwork and correspondence, including but not limited to applications, notifications, filings and financial statements.
• Perform all other election duties as assigned and as outlined in the Election Plan.
• Clerk Council and/or Committee meetings and assist in the entire legislative process including responding to inquiries from the public and staff for Committees and/or Council as required.
• Provide advice on legislative protocols and Rules of Procedure at meetings of Committees and/or Council.
• Oversee the intake and processing of requests, including those of a confidential and/or employment related nature, under the MFIPPA and other related legislation by maintaining an accurate Freedom of Information (FOI) tracking list to ensure compliance with legislative timelines.
• Assess, coordinate and process information and prepare responses to all FOI requests, including creation of the inventory of records, development of fee estimates and issuance of third party notifications as required.
• Exercise delegated authority from the "Head" under legislation to issue Notices of Decision related to FOI requests and manage files appealed to the Information and Privacy Commission of Ontario. Provide advice and coordinate response to privacy breaches occurring in the Corporation.
• Develop all new protocols and master templates used in the FOI process.
• Develop, lead and attend training sessions regarding FOI and privacy requirements and breach protocol, ensuring departmental understanding of the legislative requirements.
• Compile the IPC Year-End Statistical Report of all FOI inquiries and request for corrections to personal data.
• Oversee the implementation, training, and co-ordination of the records management program for corporate records, including coordination of the movement of records to, within and from the Records Centre, maintenance of an inventory of permanent records and destruction of inactive records in accordance with legislation and policy.
• Maintain up-to-date descriptions to identify and locate municipal information and develop Personal Information Data Banks as required under MFIPPA.
• Serve as corporate lead on Accessibility, ensuring compliance with the Ontarians with Disabilities Act and Accessibility for Ontarians with Disabilities Act. Monitor changes in legislation, regulations and best practices related to Accessibility and advise management on same.
• Complete research, compile information and prepare reports as requested. Facilitate and manage special projects (as for example ward boundary reviews or records automation projects) related to legislative compliance as assigned.
• Serve as an officiant under the Marriage Act.
• Coordinate, process and oversee all applications made under the Line Fences Act and the Ontario Wildlife Damage Compensation program, including training of Livestock Valuers and Line Fence Viewers.
• Assist in the development of standard operating procedures in areas of responsibility.
• Assist the Manager of Clerk's Services/Deputy City Clerk with the administration, operations and activities of the Provincial Offences court, ensuring the efficient administration of Justice.
• Assist and provide relief to the Manager of Clerk's Services/Deputy City Clerk as required.
• Act as Commissioner of Oaths.
• Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required

*Qualifications:
Education and Training:*

• Degree in Public Administration or related discipline (e.g. Public Administration, Law, Political Science) from a recognized University with Canadian accreditation.
• Must be, or have ability to become, a Commissioner of Oaths. Additional education initiatives to update and expand competencies.

*Experience:*

• Minimum of two (2) years of related municipal experience or records management experience.

or
*Education And Training:*

• Diploma in a Business, Legal or related discipline (e.g. Business Administration, Law Clerk) from a recognized Community College with Canadian accreditation.
• Must be, or have ability to become, a Commissioner of Oaths. Additional education initiatives to update and expand competencies.

*Experience:*

• Minimum of five (5) years of related municipal experience with knowledge of the Municipal Act, the
• Municipal Elections Act, the Vital Statistics Act, Provincial Offences Act and all other applicable legislation.

*Knowledge Of:*

• CGS's priorities.
• All applicable legislation and related regulations.
• Rules of procedure and legislative protocols.
• Current and emerging management issues within CGS as they affect the Section.
• Best practices within areas of responsibility.
• Horizontal linkages to other relevant governmental levels and services as well as the private sector.

*Abilities To:*

• Work in a complex, fast-paced and highly time sensitive environment.
• Organize and manage logistics and time, including the ability to follow through and complete overlapping projects and deadlines all while paying close attention to detail.
• Demonstrate ability to work with computer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval, posting content on website, etc.).
• Demonstrate effective problem solving, multi-tasking and analytical skills.
• Link client services to the broad policy objectives of the organization.
• Communicate effectively in a highly political environment.
• Maintain strict confidentiality and demonstrate tact, diplomacy and discretion.
• Establish effective working relationships across a variety of internal and external groups.

*Personal Suitability:*

• Mental and physical fitness to perform essential job functions.
• Tact, diplomacy and discretion.
• Interpersonal and communication skills, and time management ability.

*Language:*

• Excellent use of English; verbally and in writing.
• French verbal skills highly desirable; written skills an asset.

*Other Requirements:*

• May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.

Competencies: Competency Library - Level 1 Proficiency

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $2,912.70 to $3,427.20 bi-weekly. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

*How To Apply*
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit to apply online.

We must receive your resume
before 11:59 p.m. on Tuesday, January 27, 2026
. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada )

*Contact Us:*
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