Job Description

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Competition #23/192A
Internal/External Posting
Closing date: October 31, 2023


Legislative Coordinator (Continuous)
Legislative & Regulatory Services Department

POSITION FUNCTION Under the direction of the Deputy City Clerk, the Legislative Coordinator provides specialized administrative support to the Legislative Services Department. In this role, you will deliver legislative and technical support for various meetings of Council, City Taskforces/Advisory Committees and administer access to key information for internal and external stakeholders.
The ideal candidate will possess exceptional organizational skills with a proven ability to efficiently execute and prioritize work in a fast-paced environment. Excellent interpersonal skills and an ability to build and maintain effective working relations is essential.

KEY DUTIES Council and Committee:

• Create and disseminate electronic Council and Committee agendas through email, select printed copies and through publishing via Meeting Management Software.
• Propagate tasks and motions of Council, including various forms of notification, record-keeping and triannual action tracking to an operational level.
• Transcribe minutes for Council and Committee meetings and use meeting management software to interface with webcasting.
• Craft introductions for agenda items and prepare motions for display during meetings.
• Prepare, post and manage meeting notices, published agendas and minutes to select applications, including City website.
• Maintain records of unfinished business and pending motions, ensuring seamless transfer of reports and committee decisions/recommendations are provided to the next appropriate decision-making level as required.
• Receive, edit and forward reports for accuracy and completeness prior to approval by City Manager.
• Prepare, maintain, and file confidential records from Closed Council meetings.

Administrative Functions:

• Support advisory committees through agenda creation, minute-taking, recruitment stakeholders regarding committee resolutions processes, and providing clerical procedural advice.
• Monitor and update website content, such as public notices, events, council info; assist with open access initiatives, and governance strategic plan objectives.
• Respond to, outside agencies, Council and other Departments regarding Committee business, process requirements, bylaws, policies and procedures, and other department and City information.
• Coordinate the set-up of meeting facilities with cross-departmental staff.
• Liaise with internal and external parties to coordinate reports and presentations to Committees.
• Assisting with open access initiatives, and governance strategic plan objectives.
• Research and retrieve historical reports, agreements, minutes and other records as required.
• Manage the reporting process, including copy-editing and writing standardized reports.
• Research property legal description and property owner information
• Receive and process invoices and payments as required.
• Coordinate filing and records systems; serve as back-up for department coordinator.
• Prepare correspondence for Deputy City Clerk and City Clerk.
• Assist with municipal elections, including developing internal/external documents, assisting with planning/coordination, and respond to enquiries from the public.
• Support recruitment process for Council-appointees to Boards and Committees, including creating and updating on-line forms, data entry, website updates, and advertisement placements.

Technical Support:

• Provide technical advice, training and guidance on Council processes, related tools such as meeting management software & various trackers to internal/external stakeholders.
• Coordinate, add and edit website content including adding meetings to the Community Calendar, linking to agendas.
• Upload key dates and documents related to meetings to development application tracker.
• Troubleshoot systems issues as needed, collaborating with internal technical support staff and third-party service providers.
• Provide technical advice, training and guidance to user departments on the specialty software, Action Tracking, and other processes and requirements.
• Perform related duties.

Perform related duties.

INDEPENDENCE Work is generated according to Council and Committee activities and by departmental requirements and is reviewed upon completion. Issues such as approval of agendas and minutes and late agenda items are referred to supervisor.

WORKING CONDITIONS
Physical Effort:

• Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

• Meet Council and committee timelines. (often)
• Long periods of intense concentration while taking and transcribing meeting minutes. (frequent)

Visual/Auditory Effort:

• Focus on a variety of source data and computer for short periods. (frequent)

Work Environment:

• Office environment with frequent public attendance.
• May be required to work irregular hours on occasion. (premium item)
• May be required to work off-site, such as for elections, building renovations, or special meetings.

KEY SKILLS AND ABILITIES

• Ability to multitask in a high-pressure environment while maintaining a high level of attention to detail.
• Ability to problem solve and troubleshoot technical issues under strict time limits.
• Advanced knowledge of, and experience with, word processing, spreadsheet, database software (e.g., Adobe Pro, Microsoft Access), and email and scheduler functions.
• Knowledge of specialty software related to meeting management applications.
• Knowledge of municipal government legislation and processes, including Local Government Act, Municipal Act, Community Charter and Council Procedures Bylaw
• Ability to type minutes in real time and transcribe action minutes.
• Ability to communicate with the public in a courteous and tactful manner.
• Working knowledge of legislation and records management practices with the ability to maintain the confidentiality of matters as required.

Ability to accurately follow prescribed procedures and guidelines.

• Ability to maintain accurate record keeping systems.
• Ability to work effectively, professionally and timely with all staff, public and outside agencies.
• Ability to provide technical advice, training and guidance to user departments on the specialty software, Action Tracking and other processes and requirements.

QUALIFICATIONS
Formal Education, Training and Occupational Certification:

• High school graduation.
• Secretarial course. (6 months)
• Courses in Local Government Administration would be an asset.

Experience:

• 3 years of related experience including minute taking and agenda preparation or an equivalent combination of education and experience.

OTHER:

• May be requested to substitute in a more senior position.

Work schedule: Monday - Friday, 35 hour work week
$38.37 per hour, Pay Grade 10
Job Code #4214
This is a CUPE Local 50 Position


To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs - only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.


At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.


If you require assistance, please email us at careers@victoria.ca.