Legislative Advisor

Join our team and play a key role in supporting Council and municipal boards through high-quality administrative, legislative, and meeting management work. In this position, you'll prepare Council agendas, coordinate meetings, manage minutes, and maintain essential legislative records. You'll also support municipal boards by organizing hearings, preparing notices, and assisting board members throughout the process. The role includes reviewing legal invoices, maintaining the County's legal repository, and contributing to major projects such as elections, censuses, and bylaw updates.

If you're detail-oriented, organized, and eager to support effective local governance, this role offers a dynamic and meaningful opportunity.

This is hybrid position.

KEY DUTIES AND RESPONSIBILITIES

Support for Council (40%)

• Uses Meeting Management Software to assemble and distribute Council agendas.
• Arranges meeting facilities, schedules public presentations, records and transcribes Council minutes, prepares general correspondence, takes follow-up action as required and maintains a record of outstanding items.
• Assists in proofreading reports and documents.
• Maintains the indexes for bylaws, policies, directives, and procedures.
• Types legislative correspondence, reports and other related material as required.
• Responds to public inquiries both in person and on the phone relating to general legislative matters when required.

Support for Municipal Boards (20%)

• Acts as Secretary for the Subdivision and Development Appeal Board and Assessment Review Board on a rotational basis.
• Coordinates all aspects of board hearings, including scheduling dates, preparing and issuing statutory notices, collecting applicable fees, and arranging board member participation in accordance with legislative requirements.
• Compiles and distribute agenda packages; attends hearings; and drafts and distributes decisions.
• Monitors and tracks board member mandatory training and assists in the planning and delivery of orientation and continuing education to ensure members understand procedural fairness and applicable legislation.

Legal Invoicing & Legal Repository Management (20%)

• Reviews legal invoices for completeness and accuracy and prepares them for approval.
• Maintains records of legal expenditures and prepares monthly tracking sheets and summaries.
• Assists in maintaining the County's internal legal repository by uploading, tagging, and organizing documents for easy retrieval.
• Helps identify duplicate or overlapping legal requests and flags opportunities to use existing opinions, research, or templates.
• Records the status and outcomes of legal matters in the repository to support monitoring and reporting.
• Enters, indexes, and cross-references agreements, case files, and opinions to ensure information is complete and accessible.
• Applies established access permissions and records retention rules under the direction of the Manager, ensuring files remain secure and compliant.

Board and Committee Management (10%)

• Supports recruitment of public members to County boards and committees.
• Maintains records of board and committee appointments.

Other Related Duties (10%)

• Completes special projects as required, including the planning and administration of elections, by-elections, plebiscites, censuses, and ward boundary reviews.
• Supports work related to review and updating of County bylaws, policies, directives, and procedures.
• Responsible for providing training to County staff and troubleshooting issues with the County's meeting management software.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.

KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES, AND EXPERIENCE

The following are required in this position:

• Minimum of 3 to 5 year of municipal experience, including working with Council, Boards, and Committees. Preference given to those with more experience.
• Successful completion of an Office Administration diploma or equivalent with formal training in minute taking. Equivalent combinations of related education may be considered.
• Subdivision and Development Appeal Board Clerk certification required or the ability to obtain.
• Assessment Review Board Clerk certification required or the ability to obtain.
• Knowledge of the Municipal Government Act and associated Regulations.
• Knowledge of the role of council in a municipal government.
• Knowledge of parliamentary procedure.
• Excellent organizational and time management skills needed to work under the pressure of time limitations and constraints.
• Ability to interpret and apply legislation.
• Familiar with and apply parliamentary procedure.
• Strong communication and customer service skills.
• Ability to maintain confidentiality regarding matters which affect the municipality.
• Strong grammar and composition skills.
• High degree of accuracy in word processing, and general attention to detail throughout.
• Proficiently skilled in all Microsoft Office programs.
• Strong interpersonal skills.
• Aptitude to understand and follow complex written or oral instructions of a general nature and to complete the assigned tasks is required.
• Ability to work independently and in a team environment.