Job Description

The City of Quinte West is situated on the shores of the beautiful Bay of Quinte. We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560people make Quinte West home. Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call “home”.

Position: Legislative Services Coordinator
Department: Corporate Services
Division: Legislative Services
Reports to: Manager of Legislative Services/Deputy City Clerk

Corporate Services

This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The department carries out the statutory duties for the City’s Clerk’s Office, which includes, among other things, preparation of agendas, recording minutes, preparing by-laws, maintaining records, licencing, elections, and maintaining vital statistics. The department is also responsible the telecommunications and information technology needs of City facilities.

Legislative Services

The Legislative Services division delivers a range of civic services and legislative duties in collaboration with all municipal departments, elected officials, other levels of government, and the general public. These functions include supporting Council and Committee proceedings, overseeing the City’s information management program, administering municipal elections, issuing licences and processing Municipal Freedom of Information and Protection of Privacy (MFIPPA) access requests.

Purpose and Scope:

The Legislative Services Coordinator is responsible for providing accurate, technical, and timely secretariat support for City Council meetings and various boards and committee meetings. This position coordinates and provides support to the legislative services division, assisting with the statutory functions of Legislative Services, such as preparing by-laws, agendas, minutes, assisting with records management, commissioning documents and affidavits, licensing, and acting as an Election Official during municipal elections.

This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.

Duties and Responsibilities:
• Prepare, distribute and publish agendas, reports, by-laws, resolutions, minutes, notices, and follow up materials, including confidential and sensitive material.
• Provide technical and procedural advice to staff, committee and board members.
• Coordinate meeting activities including working with internal and external stakeholders to arrange meetings, delegations, presentation and other council or committee/board activities.
• Provide procedural advice and record minutes for advisory committee or board meetings as required.
• Provide assistance and backup with Division tasks as required, including office administration, research and drafting reports, policies/procedures and legal agreements, preparing licences and permits, records management and filing, and training staff on relevant procedures.
• Respond to enquiries from and liaise with the general public and other levels of government and staff, regarding the operation of the Legislative Services Division.
• Support the Legislative Services Division with special projects as required, and will be a key team member of the municipal elections team, assisting with the coordination and implementation of all aspects of municipal elections.
• Maintain confidential departmental documents.
• Accountable for all statutory duties of the Clerk
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

Note: The above duties are representative of a typical position and are not to be construed as all-inclusive.

Competencies:

This position will:

Demonstrate the City’s core corporate competencies:
• Ambassador
• Health and Safety Behaviour
• Integrity, Trust and Accountability
• Quality of Work
• Teamwork

Demonstrate the City’s individual contributor competencies:
• Customer Focus
• Planning and Organizing
• Drive for Results
• Problem Solving
• Communication

Demonstrate the position competencies:
• Comfort Around Higher Management
• Political Savvy
• Functional/Technical Skills
• Priority Setting

Contacts:

The position will have direct contact with:

Internal:
Director of Corporate Services/City Clerk, Manager of Legislative Services/Deputy City Clerk, all City Directors and Managers, all City staff, City Council, Boards and Committees.

External: General Public, Federal and Provincial agencies, Solicitors, Consultants, representatives of other municipalities.

Education/Specialized Training/Skills:
The position will require:
• A minimum of a two (2) year post secondary degree or diploma in Public Administration, Business Administration, Political Science or a related field or an approved equivalent combination of education and experience.
• Sound knowledge of municipal government structure and organizations.
• Demonstrated knowledge of municipal governance and procedures as it relates to Council administration and conduct.
• Demonstrated ability to exercise significant political acuity, discretion and sensitivity when handling confidential/sensitive information and communicating with individuals regarding controversial matters.
• Strong interpersonal skills, with an ability to deal tactfully, courteously, and effectively with Members of Council, staff and members of the public in a professional manner.
• Mature judgement, diplomacy and discretion in the frequent interactions with the public, Board/Committee Members and Members of Council.
• Ability to research, analyze and formulate solutions.
• A highly developed sense of professionalism, tact and diplomacy.
• Demonstrated respect for confidential and sensitive issues.
• Demonstrated customer service and public relations skills.
• Demonstrated ethical behaviour and business practices.
• The ability to work with a diverse group of individuals in a team environment.
• A commitment to providing high quality, cost effective services to the City and the community.
• Strong organizational skills with the ability to prioritize work in a demanding environment.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, critical thinking and problem solving abilities.
• The ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.
Nice to have:
Although not required, the following would be considered an asset to the position.
• Completion of the Municipal Administration Program (MAP) from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
• A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.

Work Experience:

• A minimum of two (2) years of experience in governance, statutory, or administrative functions in a municipal, government, or regulatory setting, or a related field.
• Strong administrative experience, minute taking, and organizational skills, with the ability to work with accuracy and attention to detail.
• Working knowledge and experience with the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Municipal Elections Act, 1996, Municipal Conflict of Interest Act, Accessibility for Ontarians with Disabilities Act (AODA) and other relevant legislation.

Nice to have:

Although not required, the following would be considered an asset to the position.

• Experience with iCompass or other agenda management software.
• Working knowledge of Robert’s Rules of Order and general parliamentary procedure and decorum.
• Previous municipal experience.

Decision Making:

The position is responsible for providing timely, accurate advice to the Manager of Legislative Services/Deputy City Clerk, division staff and other City departments where appropriate.

Supervision:

The position has no direct supervisory responsibility but does play a role in training and guiding staff when required.

Work Environment:

• Work in an office environment on a regular basis.
• Occasional travel outside the municipal boundaries may be required.
• Attend evening Council and/or Committee meetings when required.
• May be required to work evenings and weekends and respond outside of normal working hours as required.

Note: This posting is for an exisiting full time vacancy.

What we offer you:
• OMERS pension plan
• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes:
• Hybrid work model for eligible positions
• Flexible start time for eligible positions
• Compressed biweekly work schedule for eligible positions
Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). We thank all applicants who apply but advise that only those selected for an interview will be contacted.

The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact the Human Resources Department at 613-392-2841 ext. 1106 or hr@quintewest.ca to ensure your accessibility needs are accommodated throughout this process.

Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position.

The City of Quinte West does not use artificial intelligence (AI) to screen, assess, or select candidates in its recruitment processes. All applications are reviewed and assessed by Human Resources staff and the hiring manager.