Legislative Assistant

3 weeks ago

Cochrane, Canada Town of Cochrane Full time

The Legislative Services department coordinates Council meeting agendas and minutes, Council Committee recruitment and regulatory reporting. They oversee all Assessment Review Board functions, facilitate the Subdivision Development Appeal Board processes, manage all corporate records, and ensure Freedom of Information and Protection of Privacy Act (FOIP). They coordinate the community grant process, manage the Municipal Bylaw registry and the Town’s insurance portfolio, and conduct elections and the annual census.

Wow This is a busy team with always lots on the go. They are passionate, dedicated and focused; and they need to add a Legislative Assistant to the team.

Why should you consider working for us?
Our employees enjoy many benefits including competitive public sector pay, professional learning and development, and the opportunity to work with other talented municipal professionals. 

As an organization, the Town of Cochrane has a focus on investing in people. This is not a boring municipality. We are growing into an organization with a focus on transparency, critical thinking, curiosity, reflection and innovation. We support experimentation as part of the growth process and strive for continuous improvement. We are municipal employees and we are accountable to all the residents of the Town of Cochrane. Want to be a part of this exciting time?

Ok, but what is a Legislative Assistant at the Town of Cochrane? 
The Legislative Assistant is responsible for providing a wide range of daily legislative processes which support Town Council, Committees, and Administration and the public with a high level of accuracy, confidentiality, and discretion. They work with Council, Committee members, internal departments and members of the public to support the Town’s commitment to transparent governance, decision making and legislative standards.

This person is a highly organized and technically advanced administrative professional with knowledge of municipal government and legislation. They have a high level of accuracy, confidentiality, and discretion while balancing multiple priorities. Oh, and they love Legislation Understanding the black and white, and carefully interpreting the grey is where they love to contribute to this team. They are a key member of the Legislative Services team of hardworking professionals and administrators dedicated to supporting Cochrane’s commitment to transparency, good governance and ensuring legislative requirements are met.

If you want to make a difference in our community and have 2-3 years of experience in a public-sector environment with knowledge of legislation and processes, we welcome your application for the position of Legislative Assistant.

On a day-to-day basis the Legislative Assistant might be doing some of the following:
• Provide administrative support in preparation of Council, Committee-of-the-Whole and Council Committee agendas in accordance with Council Procedural Bylaw, and relevant Town of Cochrane processes and/or requirements.
• Review and proof reports, agendas, corporate documents, seals and retains to ensure consistency and adherence to legislative requirements, Town Bylaws and Municipal Government Act.
• Maintain Agenda, Notice of Motion tracking sheets and meeting minutes.
• Attend meetings as required and records and retain meeting minutes.
• Coordinate external groups and/or individuals who wish to present to Council and/or Committee-of-the-Whole.
• Coordinate, schedule and book meeting rooms between external parties, Council, Committee-of-the-Whole and other Council Committees.
• Play a key support role to the Manager, Legislative Services by conducting research assignments; compilation of information and tabulation of data; organizing logistics for meetings, workshops and special activities.
• Maintain Bylaw, Policy & Administrative Directives Management Systems; track bylaw readings and amendments, maintain signed bylaws and indexes, initiate bylaw reviews as and when required, track policy and Administrative Directives adoption and revisions while coordinating with the Records Management team to ensure consistency with all bylaws/policies/Admin Directives.
• Participate on select projects, including those involving collaboration with other staff members and external consultants on an ad hoc basis under the general supervision of the Manager, Legislative Services such as: Municipal Elections, Census, Bylaw and Policy Review Teams.
• Internal expert assisting with training of Administration on use of iCompass meeting management software.
• Liaise with the public presenting to Council or who have questions about Council process, including coordinating public hearings and delegations for Council. 
• Maintain the Council Portal and policies on the intranet for easy access to documentation by Council and Administration and maintains Bylaws on the internet for public access.
• Provide administrative support in the coordination of legislative and legal functions and processes established for the municipality.
• Provide general support and backup coverage in the absence of the Risk Advisor position functions including being the backup role for the Subdivision Development and Appeal Board and the Assessment Review Board

If many of the following characteristics and skills describe you, we want to meet you
• Post-Secondary education in Municipal Government, and/or Business or in a related discipline.
• 2-3 years of experience being progressively responsible in a public-sector environment with demonstrated working knowledge of government legislation and processes. 
• Experience with managing political sensitivities.
• Advanced MS Office and Adobe Professional software skills 
• Technical experience in audio/video equipment and/or virtual meeting platforms
• Attention to detail with a high degree of accuracy
• Maintain confidentiality and diplomacy while working with personal information
• Strong organizational and time management skills
• Ability to work independently, or with a team
• Conflict resolution skills
• Knowledge of iCompass meeting management software 
• Local Government Certificate Program or equivalent
• Commissioner for Oaths, or ability to obtain

Cochrane is committed to providing a healthy and safe work environment for all of its employees. As an employee, you must take reasonable care to protect your health and safety and that of others present at Town worksites, perform work safely, follow all relevant health and safety legislation, directives and procedures and attend all identified orientations and training.

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