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Location

Kitchener, ON | Canada

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Job description

Legislative Clerk (Temporary full time for approximately 18 months)
Competition Number
2024-082
Job Code
0037
Posting Date
February 27, 2024
Closing Date
March 12, 2024 (at 6:00pm)
Job Status
Temporary Full-Time
The City of Kitchener is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy
The City of Kitchener is WHERE you want to work! Learn more about the top reasons to join us: Why work at the City of Kitchener
Position Overview: Perform a wide range of professional legislated and administrative duties. Provide high-level support to the Director of Legislated Services / City Clerk and coordination for the Legislated Services division, both operationally as well as for special projects. Prepares statutory public notices. Coordinates and prepares appeal submissions to Ontario Land Tribunal (OLT). Processes City by-laws, Municipal Code chapters, and policies approved by Council. Engage with and support a variety of stakeholders, including the public, Council, co-workers, other government agencies and community organizations. Accountable for achieving sectional goals and objectives
Responsibilities: Legislative notices, by-laws and processing

• Issue public notification with respect to meetings pursuant to the Municipal Act, the Heritage Act, the Development Charges Act and the Planning Act. Forward notices by way of mail to residents and prescribed persons, ensuring statutory notices are printed in the local newspaper (where applicable), content published on the City website. Assists with customers regarding notices and matters before Committee and Council. Gather and submit all Official Plan Amendments to the Region of Waterloo for approval.
• Process appeal applications to the Ontario Land Tribunal (OLT). Notify Planning staff and applicant of ongoing status, final decisions, and appeal file closure. Maintenance of Planning notice files through development application system (AMANDA).
• Receive and facilitate legal and judicial claims filed with the City Clerk, including filing of insurance claims with the Waterloo Region Insurance Pool (WRIP), and liens served upon properties in accordance with prescribed timelines.
• In consultation with Legal Services, track by-law changes and updates to the Municipal Code chapters. Index and processes by-laws approved by Council to final disposition.

Policy application and records management

• Assist the City Clerk, Deputy Clerk and Committee Administrators to administer the Public Appointments Policy. Facilitate the Nominating Committee. Liaise with Nominating Committee members regarding recruitment process and timelines, scheduling meetings, compiling application packages, attending meetings, creating minutes and post-meeting processes. Maintenance of the Citizen Appointments Management System (CAMS).
• Categorization, indexing and filing of corporate and administrative policies. Uploading to document management system (Laserfiche) and the City’s website (where applicable).
• Upload executed by-laws and amended Code chapters into Laserfiche.
• Gather and ensures a complete set of City by-laws and minutes for Council, Standing Committee, Advisory Committee and Special Committees of Council are submitted for microfilming, binding and archiving.

Special projects

• Assist with special projects and initiatives regarding municipal policy and program development, including research of legislation, regulations, provincial policy and municipal best practices.
• Assist with election activities including processing of election financial statements and contribution reports.

Administrative support

• Provide assistance and administrative support to the Director and Division staff including the handling of sensitive and highly confidential matters. Participate in key projects and initiatives in support of the Division's goals and objectives. Assist in budget preparation, ongoing monitoring, and monthly variance tracking/monitoring. Process divisional accounts payables and receivables, cheque requisitions, purchase orders, purchase requisitions, credit memos, Visa card payments, and prepares seminar/conference expense forms for interim and final payment. Obtain information in SAP for balances to address management enquiries.
• Enter and maintain divisional attendance and time sheets.
• Maintain supply inventory and processes monthly requisitions.
• Schedule meetings, prepares agendas and takes minutes and tracks action items for divisional management team meetings and other committees as required.

Requirements:

• Must be reliable with a good attitude and employment record.
• High school plus up to 1 year post-secondary education in Office Administration, Public Administration
• Minimum of 1-2 years related experience, including administrative support, minute taking, researching information and financial reconciliation.
• Municipal Administration Program (MAP) or other similar designations would be considered an asset.
• Knowledge of the Municipal Act, 2001, meeting rules/procedures/protocols, legal and procedural terminology, and records management. Demonstrated knowledge of the Planning Act regulations for statutory public notices.
• General knowledge of the Municipal Elections Act, 1996, Planning Act, Municipal Freedom of Information and Protection of Privacy Act.
• Knowledge and experience with office procedures in order to prepare correspondence, maintain lists, spreadsheets, reports, update forms, research information, compile agendas, review numerical information and maintain filing system.
• Excellent research and analytical skills required to gather and synthesize required information for statutory notices, OLT appeals and by-law/policy development.
• Ability to deal diplomatically with all levels of management, staff, elected officials and the public.
• Results oriented in a deadline driven environment.
• Possesses a demonstrated record of working in a team-oriented environment and able to work independently on multiple priorities and ensures deadlines are adhered to and established procedures followed.
• Demonstrated ability to take initiative and forecast for future projects, policies and improvements.
• Mathematical skills to process payments, balance funds and ensure financial reports are correct.
• Effective communication and human relations skills in order to relay information clearly and tactfully to staff and represent the division in a positive, professional manner.
• Excellent organizational skills in order to balance multiple priorities and meet deadlines.
• Ability to prepare agendas, minutes, letters, and memos accurately and error free.
• Ability to coordinate and administer meetings and articulate correctly in minutes.
• Ability to exercise discretion and judgement especially related to confidential issues.
• Ability to input data accurately and efficiently.
• Ability to support and project values compatible with the organization and participate as an effective team member.
• Skilled in the use of software programs such as database, Excel, Word, and Outlook.

The City of Kitchener is committed to an equity-driven, inclusive, accessible, and barrier-free recruitment and selection process, and to ensuring our workforce reflects the full diversity of the community we serve. We welcome applications from Indigenous, Black, racialized and 2SLGBTQ+ persons, as well as other equity deserving groups.
We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at , or 519-741-2200 ext. 7261 to make your needs known, so that we can support your full and equal participation throughout the hiring process.
We appreciate the interest of all applicants. Only candidates whose skills, experience and qualifications meet the requirements of the position will be contacted.
Please note that as per Human Resources Policy HUM-HIR-110, "Employment of Relatives of Staff Members and Elected Officials": "The immediate relatives of staff of the Human Resources Division, all Directors, General Managers , or the Chief Administrative Officer and Elected Officials shall not be employed by the City in any capacity. The immediate relatives of all other Management personnel shall not be employed where such employment would be: 1. within the same Department in the case of permanent full-time, temporary full -time and part-time classifications. 2. within the same Division in the case of students."
Department
Corporate Services
Division
Legislated Services
Union Affiliation
CUPE 791
Number of Positions
1
Hours of Work
Monday to Friday 35 hours a week
Location
Initial Location
City Hall
City
Kitchener
Compensation
Salary Range
$50,903 - $63,628 annually Eff Apr 1 $51,870 - $64,837 Eff Nov 1 $52,037 - $65,046
Grade/Band
Grade 5

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Job tags

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Salary

$50.9k - $63.63k per year