Council & Legislation Assistant - Halifax, Canada - Halifax Regional Municipality

Halifax Regional Municipality

Verified Company

Halifax, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Job Posting

Halifax Regional Municipality (HRM) Legal & Legislative Services business unit is looking for an individual to fill a permanent position of
Council & Legislation Assistant.
The position is part of the team in the Office of the Municipal Clerk where quality customer service is provided in a very active, fastpaced working environment. There is ongoing interaction with elected officials, the public and staff at all levels. The position requires a high degree of initiative, and flexibility with strong communications skills in an administrative and political environment. This position reports to the Council Coordinator.

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DUTIES AND RESPONSIBILITIES:

Council Agenda/Meeting

Assists in the preparation of Regional Council, agenda packages,& liaises with elected officials & staff
Coordinates with the Legislative Assistants in preparation of meeting agendas
Oversees & updates various Council agendas & related files
Reviews confidential/sensitive information,& if required, determines appropriate course of action by demonstrating a high degree of professionalism by exercising sound judgement in dealing with sensitive issues/situations
Maintains electronic meeting packages of Regional Council ,ensuring their accuracy, completeness,& adherence to legislation & procedures
Processes draft & approved meeting minutes as part of Regional Council meeting followup
Responsible for the web presence for meetings of Regional Council, ensuring timely & accurate web postings which comply with legislative & technical requirements
Responsible for all calendars that provide notification for all meetings of Regional Council & Committees
Delivers other support for meetings of Council as required,including logístical,technical,administrative, & customer servicerelated tasks
Maintains records which include hard copy & electronic Legislation (By-Laws and Administrative Orders)
Responsible for identifying,processing & maintaining newly introduced,amended & repealed HRM Bylaws,Administrative Orders & other policies
Issues public advertisements related to Bylaws when approved by Council
Prepares & posts legislation to the website
Advises members of staff on procedural requirements on legislation approval & adoption
Prepares custom certification letters & packages
Maintains hard copy & electronic files

Administrative Duties

Manages & responds to inquiries
Performs research activities,records retrieval
Maintains a working knowledge of provincial/municipal legislation & regulations having relevance to the function of Regional Council meetings & the Office of the Municipal Clerk
Maintains a high level of political acuity,exercises discretion,tact & high degree of confidentiality when dealing with administrative & politically sensitive matters
Demonstrates sound background knowledge of Council topics,maintains awareness of Council's strategic mandates & outstanding issues
Provides information on Council & other meetingrelated processes to external/internal clients

QUALIFICATIONS:

Education & Experience:

Grade 12 & a business diploma,plus three years related experience
Expertise in use of computers & related software (i.e.

Microsoft Office Suite,Windows Operating System,& Adobe Acrobat)

Experience with SAP, Open Text, SharePoint, Zoom and Drupal considered an asset
Demonstrated experience & the required skills to communicate & interact with a wide cross section of staff,elected officials & general public
Excellent organizational,time management,& problemsolving skills with the ability to coordinate multiple tasks efficiently
Strong attention to detail with demonstrated ability to accurately edit & proofread
Demonstrated ability to exercise sound judgment & discretion in all situations

Technical/Job Specific Knowledge:

Must be able to deal effectively with the public & elected officials
Knowledge of services provided within the Municipality & Council proceedings considered an asset
Knowledge of general HRM policies & procedures as set out in Administrative Order One,Respecting the Procedures of the Council & municipal & provincial legislation considered an asset
Demonstrated experience with managing web content is considered an asset
Demonstrated knowledge of & experience with records is considered an asset

Security Clearance Requirements:
Applicants may be required to complete an employment security screening check-
Competencies:Customer Service,Teamwork & Cooperation,Networking/Relationship Building,Valuing Diversity,Managing Change, Analytical Thinking,Communications,Organization & Planning,Values & Ethics
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WORK STATUS: Permanent full time
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HOURS OF WORK:Monday to Friday, 8:30 am to 4:30 pm, 35 hours per week with a requirement to work overtime as may be required to meet the demands of Regional Council support
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SALARY:Non-union