Legislative Services Specialist

The Role

Supervises the preparation and processing of official documents for Council, Committee, and independent corporation meetings, and records official proceedings for same. Coordinates the development and processing of by-laws and by-law amendments. Prepares public information for corporate websites, manuals, and brochures. Maintains corporate documents for the Regional Clerk. Coordinates appointments for Advisory Committees, Boards, Commissions, and special purpose bodies. 
 

Duties/Responsibilities

• Supervises a Council/Committee Support Assistant.  
• Records official proceedings of Committee and independent corporation meetings. Responds to questions and provides information/advice regarding proceedings. Produces minutes, agendas, and summaries of recommendations.
• Supervises administrative support (e.g., preparation of reports and agenda/e-agenda and website postings to Council and Committee; correspondence; meetings; document management; Board elections; procedural advice and information).  
• Reviews and follows up on Council direction, and controls the release of Committee agendas. Trains/advises staff regarding the preparation of reports to Council and Committee. Reviews draft reports, makes recommendations for continuous improvement, and ensures compliance with corporate standards. Oversees maintenance of tracking lists and activities of Council.  
• Writes official/statutory correspondence for Committees. Informs government offices, external agencies, and other parties, as appropriate. Prepares and signs correspondence on Standing and Advisory Committee actions. Has independent authority on procedural matters while supporting same.
• Establishes standards and procedures for meetings, minutes, agendas, and report formats, with the Manager. Establishes procedures, standards, and databases for document management. Creates corporate templates for official documents. 
• Creates instruction manuals and brochures related to Council and Committee processes. 
• Determines by-law requirements and ensures completion of notification procedures. Prepares reports and develops by-laws/amendments for Council. Consults with the Director, departmental staff, and legal counsel on same. Reviews Council minutes and writes confirming by-laws. Maintains the Traffic and Parking By-law, Controlled Access By-law, and Procedural By-law. 
  Drafts correspondence; prepares files; and coordinates printing and distribution. Maintains related databases and ensures secure storage of original by-laws.
• Maintains information related to Advisory Committees, Boards, Commissions, and special purpose bodies, and provides information to the public as appropriate. Creates advertisements, and prepares applications and draft reports for Council. Prepares and submits honorarium/travel expenses for citizen appointees.
• Coordinates, maintains, and promotes the Division’s websites, including administration of website for independent Boards and Foundations. Develops content and initiates design changes. Addresses technical problems with ITS.
• Coordinates the execution and retention of corporate documents for the Regional Clerk. 
• Coordinates and processes appeals under the Planning Act, Development Charges Act to various appeal boards and tribunals. 

Additional Duties/Responsibilities

• Represents the Department/Division on project teams and committees. Assists to coordinate official functions, as required.
• Coordinates municipal education outreach program for students, including preparation, presentation and meeting with teachers, staff, and members of Council.
• Has signing authority within pre-determined limit. Arranges catering for meetings. 
• Coordinates the preparation of statutory advertising for the corporation.
• Assists in the preparation and implementation of municipal elections, acts as returning officer in absence of Regional Clerk and Deputy Clerk.  Acts as Commissioner of Oaths in absence of Regional Clerk and Deputy Clerk.
• Arranges security, maintenance, and booking of Council Chambers. Maintains and provides training for audiovisual/specialized equipment (e.g. voting and presentation software) in Council Chambers, and troubleshoots with ITS and Facilities for software, renovations, and upgrades.
• Exchanges information with government agencies/Ministries, area municipalities, and the public.
• Supports the records management and privacy team with freedom of information requests, as required.
• Backs up the Manager, as required. 
• Performs related duties, as required.

Knowledge, Skills, and Abilities

• Knowledge of municipal government administration, structure, and procedural by-laws/statutes, normally acquired through a Bachelor's degree in a related field (e.g., public administration, political science), plus progressively responsible related experience in a Municipal Clerk's Office or municipal/ government setting.
• Must have completed the Municipal Administration Program offered by the Association of Municipal Managers, Clerks, and Treasurers of Ontario, and have full membership with same OR have a diploma in Municipal Administration.
• Knowledge of legislative and procedural frameworks related to the development, amendment, and implementation of statutes, regulations, and by-laws; as well as Provincial and Federal programs and initiatives impacting municipalities.
• Knowledge of how large government organizations work, with ability to escalate or action matters through formal and informal networks.
• Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., Municipal Act, Municipal Elections Act, Business Corporations Act, Planning Act, freedom of information and privacy).
• Analytical, judgment, and organizational skills to conduct research. 
• Ability to handle closed, confidential, and sensitive material with confidentiality and discretion. 
• Leadership, human relations, political acuity, and communication skills to supervise, train, develop, motivate, and support staff; deal with other levels of government, Councillors, regional staff, external agencies, and the public; determine customer needs; provide assistance, advice, and information to varied audiences; present to all levels of staff and the public; and participate as an effective team member. 
• Ability to record meeting proceedings; compose, input, and edit transcriptions; design and develop manuals, brochures, and prepare advertisements; and write reports, memos, and correspondence.  Ability to read and understand agendas, reports, memos, and legislation.
• Computer skills with ability to use software such as Microsoft Office, electronic voting systems, speaker queues, and electronic agenda preparation systems.
• Ability to work outside standard business hours to attend meetings.
• Ability to travel within Waterloo Region. 
• Ability to support and demonstrate the Region’s values.
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