Legislative coordinator
City of Victoria’s Legislative Services Department is inviting applications from suitable candidates for the position of Legislative coordinator. City of Victoria’s Legislative Services Department supports local government operations through legislative and administrative expertise. It provides services like records management, council meeting coordination, and election oversight. It plays a key role in maintaining accountable and efficient municipal governance. The candidates selected for the vacancy will be required to start the work as soon as possible.
Also hiring: Financial accountant
Job Description:
Employer Name: City of Victoria
Department: Legislative Services
Position: Legislative coordinator
No of Vacancies: 3
Salary: $39.52 hourly
Employment Type: Regular/Full Time
Employee Group: This is a CUPE Local 50
Location: Victoria, BC, CA
Shift: Monday to Friday (35 hour work week)
Job Code: 4214
Competition Number: 25/07A
Requirements:
Languages: Candidates must have knowledge of the English Language
Education:Â Candidates should have completed high school graduation
Experience: Candidates should have three years of experience minute taking and agenda preparation, or an equivalent combination of education and experience
Physical Requirements:
- The candidates should work according to Council and Committee activities and departmental requirements, with work reviewed upon completion, refer issues such as approval of agendas, minutes, and late agenda items to the supervisor
- The candidates should sit with arms unsupported while keyboarding, meet Council and committee timelines, maintain long periods of intense concentration while taking and transcribing meeting minutes
- The candidates should focus on a variety of source data and computer screens for short periods, work in an office environment with frequent public attendance, be available to work irregular hours on occasion
- The candidates should be prepared to work off-site when required, such as for elections, building renovations, or special meetings
Other Requirements:
- The candidates should multitask in a high-pressure environment while maintaining a high level of attention to detail, problem solve and troubleshoot technical issues under strict time limits
- The candidates should possess advanced knowledge of, and experience with, word processing, spreadsheet, and database software Adobe Pro, Microsoft Access), and email and scheduler functions
- The candidates should have knowledge of specialty software related to meeting management applications, knowledge of municipal government legislation and processes, including the Local Government Act, Municipal Act, Community Charter, and Council Procedures Bylaw
- The candidates should type minutes in real time and transcribe action minutes,  communicate with the public in a courteous and tactful manner, a working knowledge of legislation and records management practices, with the ability to maintain the confidentiality of matters
- The candidates should follow prescribed procedures and guidelines accurately, maintain accurate record-keeping systems, work effectively, professionally, and in a timely manner with all staff, the public, and outside agencies
- The candidates should provide technical advice, training, and guidance to user departments on specialty software, Action Tracking, and other processes and requirements
- The candidates should have completed a secretarial course (minimum 6 months),  consider courses in Local Government Administration and be prepared to substitute in a more senior position
Responsibilities:
- The candidates should be able to support advisory committees through agenda creation, minute-taking, stakeholder recruitment regarding committee resolutions processes, and providing clerical procedural advice
- The candidates should be able to monitor and update website content, including public notices, events, and council information, and assist with open access initiatives and governance strategic plan objectives
- The candidates should be able to respond to outside agencies, Council, and other departments regarding Committee business, process requirements, bylaws, policies and procedures, and other departmental and City information, coordinate the setup of meeting facilities with cross-departmental staff
- The candidates should be able to liaise with internal and external parties to coordinate reports and presentations to Committees, assist with open access initiatives and governance strategic plan objectives
- The candidates should be able to research and retrieve historical reports, agreements, minutes, and other records  manage the reporting process, including copy-editing and writing standardized reports
- The candidates should be able to research property legal descriptions and property owner information, receive and process invoices and payments, coordinate filing and records systems and serve as back-up for the department coordinator
- The candidates should be able to prepare correspondence for the Deputy City Clerk and City Clerk, assist with municipal elections, including developing internal/external documents, assisting with planning and coordination, and responding to public inquiries
- The candidates should be able to support the recruitment process for Council appointees to Boards and Committees, including creating and updating online forms, entering data, updating websites, and placing advertisements
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume and competition number) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!