Overview

Provide high-level, professional legislative and administrative support to the Director of Legislated Services / City Clerk and Manager, Emergency Management and Business Continuity including coordination of operations as well as for special projects. Processes City by-laws, Municipal Code chapters, and policies approved by Council. Prepare statutory public notices. Coordinates and prepares appeal submissions to Ontario Land Tribunal (OLT). Engage with and support a variety of stakeholders, including the public, Council, co-workers, other government agencies and community organizations. Assist with coordination of emergency management and business continuity program. Accountable for achieving sectional goals and objectives. 

(This position is under review)

Responsibilities

• Supports the Manager of Emergency Management and Business Continuity, and assists with legislative compliance including but not limited to: 
  • Scheduling meetings, booking spaces and taking minutes.
  • Supporting training development, delivery and emergency exercises.
  • Ordering public education materials and attending public education events.
  • Assisting in the development of presentations, plans and operating guidelines.
  • Maintaining the emergency management and business continuity SharePoint site.
• Assists with customers regarding notices and matters before the Committee and Council. Gathers and submits all Official Plan Amendments to the Region of Waterloo for approval. 
• Processes appeal applications to the Ontario Land Tribunal (OLT). Notify Planning staff and applicants of ongoing status, final decisions, and appeal file closure. Maintenance of Planning notice files through development application system (AMANDA).
• Receives and facilitates 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, tracks by-law changes and updates to the Municipal Code chapters. Index and processes by-laws approved by Council to final disposition.
• Assists the City Clerk, Deputy Clerk and Committee Administrators to administer the Public Appointments Policy. Facilitates the Nominating Committee. Liaises with Nominating Committee members regarding recruitment processes and timelines, schedules meetings, compiles application packages, attends meetings, creates minutes and post-meeting processes. Maintenance of the Citizen Appointments Management System (CAMS).
• Collaborates on special projects and initiatives regarding municipal policy and program development, including research of legislation, regulations, provincial policy and municipal best practices.
• Provides assistance and administrative support to the Director and Division staff including the handling of sensitive and highly confidential matters. Participates in key projects and initiatives in support of the Division's goals and objectives. Assists in budget preparation, ongoing monitoring, and monthly variance tracking/monitoring. Processes 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. Obtains information in SAP for balances to address management enquiries.
• Maintains supply inventory and processes monthly requisitions. 
• Schedules meetings, prepares agendas and takes minutes and tracks action items for divisional management team meetings and other committees as required.
• Performs other related duties as assigned. 

Education

• Minimum Grade 12 diploma plus up to 1-year post-secondary education in Office Administration, Public Administration.

Experience

• Minimum 1 year of related experience, including administrative support, minute taking, researching information and financial reconciliation.  

Skill Equivalency (if applicable)

Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency: 

• Grade 12 Diploma with minimum 2 years’ related and relevant experience or 2-Year Diploma (or 2-Year Specialized Post-Secondary Program) with minimum 6 months related and relevant experience.

Additional Requirements

• Available to work various hours including evenings and weekends as required. 

Knowledge, Skills, and Abilities

• 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.
• Strong attention to detail. 
• 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 while balancing multiple competing priorities.
• 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 to relay information clearly and tactfully to staff and represent the division in a positive, professional manner.
• Ability to exercise discretion and judgement especially related to confidential issues.
• 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.
• Reliable with a good attitude and employment record.