Legislative Services Coordinator - Legislative Services

Summary

This position provides senior level administrative and technical support to various Utility Commissions and Committees, coordinates meeting arrangements, prepares agenda and supporting material, takes, edits, transcribes and distributes minutes and advises on procedural rules during such meetings. In addition, the position provides guidance and direction on the preparation of staff reports as well as support for electoral approval processes related to Utility Commissions and Committees service areas.

Key Duties & Responsibilities

• Acts as committee clerk to the Utility Commissions and Committees overseen by Integrated Water Services as well as various CRD Commissions and Committees.  
• Coordinates Commission/Committee meeting arrangements, prepares and publishes agendas and supporting materials, takes, edits, transcribes and distributes minutes and provides advice on procedural rules during such meetings.
• Assists with follow up on actions and decisions of Commissions/Committees as appropriate. 
• Provides guidance and direction to Integrated Water Services staff on preparation of staff reports for meetings and approvals through the agenda management program.
• Develops and maintains the Utility Commissions and Committees budget for meetings, authorizes payment for goods/services purchased and prepares meeting attendance records to payroll.
• Oversees the posting and filling of vacancies for Utility Commissions and Committees on an annual basis and as needed.
• Provides high-level assistance and support for bylaws and elector approval processes related to Utility Commissions and Committees service areas including borrowing for capital projects.
• Prepares and maintains a variety of statutory records (minutes) and files related to the work of the Utility Commissions and Committees which includes using record management practices and software.
• Provides advice on Commission and Committee meeting management issues including participating in cross-divisional work groups.
• Frequently handles confidential information for and is present for confidential discussions during in-camera meetings.
• Accurately and promptly prepares and responds to routine and non-routine correspondence related to the Utility Commissions and Committees.
• Assists and provides backup to the Deputy Corporate Officer and Corporate Officer and other staff as needed.
• Follows all policies, procedures and standards of the CRD. 
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Advanced ability to prepare agendas and supporting material; take, edit, transcribe and distribute minutes which involve interpretation of the collective sense of meetings, and the framing of motions at times from general dialogue. 
• Advanced accurate keyboarding and data entry skills.
• Advanced knowledge of the functions and objectives of various committees served and of local government meeting procedures including Robert’s Rules of Order. 
• Thorough knowledge of relevant legislation including the Local Government Act and Community Charter.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Thorough knowledge of local government structure and decision-making processes.
• Strong ability to prepare, process and check a variety of reports, documents and correspondence related to the work with a high level of attention to detail. 
• Excellent communication (verbal and written), interpersonal and customer service skills are required. 
• Demonstrated experienced building effective working relationships with diverse internal and external stakeholders and across multiple disciplines.
• Strong ability to deal with confidential and sensitive information with sound judgement, discretion and diplomacy.
• Proficiency and experience with word processing (MS Word), spreadsheets (MS Excel), Acrobat, Sharepoint, and Outlook software.
• Thorough knowledge of electronic meeting software and document management systems such as Granicus, SharePoint, and InfoLinx.
• Strong ability to operate various types of office equipment.
• Knowledge of office operations, administrative processes and systems including electronic and hybrid meeting management and web publishing.
• Experience with coordinating projects and writing information reports.

Qualifications

Certifications