Manager Legislative Services and Deputy Corporate Officer

Position Purpose

This position is primarily responsible for the administrative duties associated with the proper functioning of CRD Commission and Committee meetings, ensuring the proper preparation and distribution of Board and Committee agendas and minutes and overseeing the work of Committee Clerks. The Manager, Legislative Services (Deputy Corporate Officer) is also responsible for managing elections, referenda and alternative approval processes and the administrative tasks associated with the appointment of members of a variety of CRD Commissions and external Boards and Societies. The successful candidate will possess a thorough understanding of the Local Government Act and Community Charter, be able to establish and maintain effective working relationships with elected officials, colleagues and the public, perform a wide range of tasks under tight deadlines and undertake the statutory duties of the Corporate Officer when necessary.

Key Accountabilities/Position Outcomes

• Provides specialized administrative support to the CRD Commissions and Committees, including preparing and supervising the preparation of agendas and minutes, providing parliamentary procedural advice, and ensuring timely and accurate record of decisions
• In areas directed by the Senior Manager of Legislative Services, communicates with the CRD Board and CRD Directors as required and composes correspondence on behalf of the CRD Board and Board Chair as required; ensures the Corporate Officer is apprised of all relevant information, correspondence, and related
• Administers oaths and the taking of affidavits and declarations required to be taken in relation to regional district matters
• Processes CRD Board bylaws (ensures all required readings, consents and approvals are obtained) and researches and drafts bylaws and related policies, procedures and reports for Board consideration
• Prepares official notices as required
• Manages the maintenance of permanent records of minutes and bylaws and develops systems and routines related to same
• Assists the Senior Manager of Legislative Services in a variety of statutory tasks and responsibilities, and ensures that the Senior Manager is apprised of all matters involving the Board, Committees and Commissions within the area of responsibility
• Oversees tracking of appointments and vacancies for Board committees and commissions
• Manages and coordinates the work of Committee Clerks
• Acts as Deputy Chief Election Officer and coordinates planning, implementation and evaluation of election, referenda and alternative approval processes in consultation with the Corporate Officer
• Performs research and prepares staff reports as necessary
• Drafts and analyzes policies and procedures as necessary
• Obtains and interprets legal opinions and provides policy advice to senior staff and the Board where appropriate
• Assists with the coordination of the records management function of the division and assists the Corporate Officer in ensuring that safekeeping measures are in place for corporate documents
• Manages projects as required and implements measures to streamline and improve processes
• Responds to requests for information for bylaws, minutes and other corporate records
• Supports Commission and Committee Chairs, staff and the public on protocol matters for public meetings
• Provides direction to staff regarding administrative procedures, Board policies and standards
• Acts as Senior Manager of Legislative Services, and/or Corporate Officer as required

Additional Information

• None

Qualifications

Certifications

Role Specific Knowledge, Skills, and Abilities

• Direct experience working with senior staff and Board representatives and substantial knowledge of the principles and practices applicable to the work of a Corporate Officer.
• Well-developed interpersonal skills and a proven ability to establish and maintain effective and harmonious working relationships with staff, elected officials and community representatives, members of the public, community groups and other levels of government.
• Demonstrated ability to deal with highly sensitive situations involving the exercise of utmost tact, diplomacy, judgement, and confidentiality.
• Ability to coordinate and manage multiple requests generated from a number of program areas to meet required objectives and deadlines.
• Ability to plan and deliver on all aspects of regional district elections, referenda and alternative approval processes.
• Excellent written communication skills and an ability to research and analyze various sources of information, draw conclusions and report out on those findings.
• Supervisory experience.
• Ability to understand and manage complex situations and problem solve where and when necessary.
• Excellent knowledge and experience with interpretation of the Local Government Act and Community Charter, and knowledge and understanding of other bylaws, regulations, and legislation.
• Excellent organizational and leadership skills.
• Advanced customer service knowledge, skills, and abilities.
• Excellent computer and software literacy, including M365.

Leadership Profile

CRD Leaders are champions for creating an accountable, high performance, service oriented organization that makes a difference in our community. They pay attention to shifts and trends in an ever-changing and complex environment and think strategically to serve residents, businesses and local governments today while developing a sustainable organization for the future. The following is a leadership summary for this position.

Professional/Individual Contributor Level 3 (P3)

Leaders at this level are generally recognized as fully qualified professionals who apply their in-depth knowledge and experience and best practice in their own discipline to respond to a wide range of moderately-complex and complex problems and situations. They interpret and respond to client needs and improve products or services in their own area. Working with minimal direction, they monitor and control costs within their own work, explain difficult issues to establish consensus, and promote teamwork, potentially coaching and guiding others.

While CRD Leaders are accountable to all Leadership Competencies, the competencies listed below have particular relevance to this position. Click here for a complete definition of our Leadership Levels and Competencies.

Leadership Competencies