Legislative Services Coordinator

Legislative Services Coordinator

Employer: Village of Cumberland

Location: Cumberland, BC, Canada

Type: Temporary Part Time - 3 months with the possibility of an extension.

Hours Per Week: 30 hours per week

Reporting To: Corporate Officer

Position Type: CUPE Local 556

Salary: $35.04 per hour (2026)

Do you take initiative in organizing work routines, resolving technical work problems, and exercising independent judgement? Are you interested in contributing to meaningful local government service? The Village is seeking an individual with strong written and verbal communication skills who enjoys a fast-paced work environment where accuracy, discretion, and diplomacy are essential.

About The Role:

The Village of Cumberland is seeking a temporary Legislative Services Coordinator to play a key role in legislative and administrative services, reporting to the Corporate Officer. This position provides essential support for public communication, Council meetings, records management, cemetery administration and customer service, while ensuring legislative processes are followed.

Key responsibilities include:

• Coordinates public communication through a variety of information channels, including updates to Village website and social media content.
• Compiles, prepares and distributes agendas, meeting notices, and supporting information for meetings of Council.
• Provides customer service for municipal cemeteries, undertakes research as required, and processes interment rights contracts, interment applications and permits, memorial applications and permits for approval by the Cemetery Manager.
• Coordinates and maintains the Village's records management system in accordance with Village policies, Records and Information Management (RIM) practices, and the Local Government Management Association (LGMA) Records Management manual.[AS1]
• Assists with processing of public request for information, including requests under the Freedom of Information and Privacy Act.

What We Offer

• A collaborative and supportive work environment that values work-life balance.
• Opportunities for professional growth and impactful contributions to the community.
• A chance to make a positive difference in a vibrant and engaged community.

About Cumberland

Nestled in the beautiful Comox Valley on Vancouver Island, the Village of Cumberland offers a unique blend of natural beauty, cultural richness, and outdoor adventure. The Village is a progressive municipality known for its proximity to outstanding outdoor recreation, a thriving food and beverage scene, and world class arts and music. The community boasts an internationally recognized trail network, lakes, streams, and a mature rainforest. Saltwater beaches and Mount Washington Alpine Resort are just a short drive away.

Qualifications

The ideal candidate will possess:

• A diploma in local government, public administration, or a related field, with an emphasis on English language, writing or communications, and supplemented by records management courses.
• At least two years of experience in a corporate administration environment, preferably in local government.
• A high degree of computer literacy and an aptitude for working with a variety of different software packages and systems, including Microsoft Office, Adobe Acrobat, WordPress, Sync, webcasting or video software and records management systems.
• Ability to analyze and interpret written documents; and have strong writing skills to communicate effectively using business and promotional writing styles.
• Undertake work of a confidential nature and maintain a high level of confidentiality related to those matters.

Preference will be given to those individuals who possess additional training and skills with the following:

• Knowledge of legislation regarding municipal cemetery management
• Knowledge of pertinent local government legislation, including the Freedom of Information and Protection of Privacy Act, Local Government Act, and Community Charter.

Licensing and Assessment Criteria

• Criminal record check

How to Apply

Please submit your resume and cover letter by 10:00 a.m. on February 16, 2026.

POSITION SUMMARY

Reporting to the Corporate Officer, this position is primarily responsible for providing coordination and support to the legislative, corporate administration, records management, and communications functions.

The position provides a high level of administrative support often under tight deadlines and requiring a high level of accuracy, confidentiality and discretion. The Legislative Services Coordinator has the ability to exercise diplomacy and tact and has strong communication skills, both verbal and written. The position requires independence of judgment and initiative in organizing work routines, handling technical work problems and performing other duties.

REPORTING RELATIONSHIPS

This position reports to the Corporate Officer.

RESPONSIBILITIES

Corporate and Legislative Services

1. Compiles, prepares and distributes agendas, meeting notices, and supporting information for meetings of Council, committees and commissions, and acts a recording secretary as required.

2. Prepares facilities for meetings and public events.

3. Coordinates meeting schedules, meetings preparation, and travel arrangements; and schedules appointments, conferences and training events.

4. Prepares both routine and more complex correspondence, spreadsheets, forms and other documents; drafts written correspondence and speaking notes as assigned, for the approval of the Corporate Officer and others, including communications resulting from Council meetings; and reviews and proofreads outgoing documents, and correspondence to ensure accuracy.

5. Maintains, updates and assists with development web content for assigned sections of the municipal website, including writing news posts, posting notices and meeting agendas.

6. Prepares, reviews, assists and coordinates advertising and distribution of public meeting notices, statutory notices, and other advertising through newspaper, radio, mail, email or delivery, and on the municipal website.

7. Processes and distributes incoming corporate mail and email in a friendly and efficient manner.

8. Indexes, tracks and processes bylaws, policies and agreements.

9. Provides research and administrative support for bylaw enforcement and protective services, as required.

10. Assists with elections and referendums and acts as presiding election official or assistant presiding election official on voting days, as required.

11. Undertakes projects and research relating to corporate services, as required.

Records Management

1. Coordinates and maintains the Village's records management system in accordance with Village policies, Records and Information Management (RIM) practices, and the Local Government Management Association (LGMA) Records Management manual.

2. Undertakes annual records archiving and destruction processes, coordinates closing of files, and long term storage.

3. Retrieves files and documents as requested by staff.

4. Maintains reference library and documents and other projects as required.

5. Assists with processing of public request for information, including requests under the Freedom of Information and Privacy Act.

Cemetery Services

1. Provides customer service for municipal cemeteries, undertakes research as required, and processes interment rights contracts, interment applications and permits, memorial applications and permits for approval by the Cemetery Manager.

2. Maintains interment and memorial records.

3. Provides all necessary cemetery information; schedules and coordinates cemetery arrangements with operations.

Building and Development Services

1. Administers the processing of building permits including preparing building permit applications for internal review and preparing building permits.

2. Provides information to the public and staff relating to building permit and inspection processes and services.

3. Provides general administrative assistance and support to Development Services staff, and prepares public information material in collaboration with Development Services staff.

4. Performs filing, statistical reports and other duties as required.

General Duties

1. Performs reception and telephone duties, as required, including receiving, recording and referring visitors or telephone calls to appropriate departments, answering general and routine telephone and counter queries.

2. Responds to inquiries related to Council and legislative matters.

3. Carries out safe work practices and adheres to safety and other work-related regulations; reports unsafe and/or insecure situations that may arise from time to time; implements emergency procedures as directed.

4. Performs backup functions and other related duties as assigned or required from time to time.

MINIMUM QUALIFICATIONS:

Training and Education Requirements

Completion of a post-secondary local government or public administration diploma, or related discipline from a recognized educational institution with an emphasis on English language, writing or communications; supplemented by records management courses; OR equivalent combination of education and experience.

Experience

Two years experience in corporate administration environment, including records management and communication duties, preferably in local government functions.

Knowledge, Skills and Abilities:

• A high degree of computer literacy and an aptitude for working with a variety of different software packages and systems, including Microsoft Office, Adobe Acrobat, WordPress, Skype, Sync, records management, webcasting or video software, and the ability to adapt to a rapidly changing technological environment;

• Demonstrated experience with website software and website maintenance;

• Experience and sound knowledge of the principles, practices and techniques of records management and information management (RIM) practices and ability to apply records management principles and practices in the electronic environment, preferably with the Local Government Management Association (LGMA) records management classification system, and working knowledge of the Freedom of Information and Protection of Privacy Act;

• Working knowledge and ability to interpret legislation related to municipal operations and services including corporate services, cemetery services, operations, building regulation, permitting and inspections;

• Experience and knowledge in excellent customer service and office procedures;

• Ability to analyze and interpret written documents; and have strong writing skills to communicate effectively using business and promotional writing styles;

• Strong analytical and planning skills;

• Sound knowledge of set-up/functioning of complex office and presentation equipment and software including audio visual, multi-line telephone, teleconferencing equipment, etc.;

• Strong interpersonal, communication, organizational and time management skills;

• Undertake work of a confidential nature and maintain a high level of confidentiality related to those matters;

• Ability to deal in a courteous and tactful manner with members of the public, elected officials, a wide variety of internal customers and other government agencies;

• Ability to work both independently and unsupervised and as a member of a team;

• Ability to multi-task and effectively manage deadlines; and,

• Ability to process all duties within the time allotted with a high level of accuracy.

Preference will be given to those individuals who possess additional training and skills with the following:

• Knowledge of legislation regarding municipal cemetery management; and,

• Knowledge of pertinent local government legislation, including the Freedom of Information and Protection of Privacy Act, Local Government Act, and Community Charter.

REQUIRED LICENCES, CERTIFICATES AND ASSOCIATION MEMBERSHIPS:

• Current criminal record clearance

The Legislative Services Coordinator is required to provide a satisfactory criminal record check in order to work in this position and is required to report to their supervisor any criminal charges laid against them that may be related to their employment in this position.

Job Type: Fixed term contract

Contract length: 3 months

Pay: $35.04 per hour

Expected hours: 30 per week

Work Location: In person