Legislative Coordinator

LEGISLATIVE COORDINATOR

Permanent Full-Time (35 Hours per week)

Why Choose Loyalist for Your Next Great Career Opportunity? Loyalist Township is committed to developing employees who are passionate about making a difference. We support employees to grow their strengths, and together we will reach our collective full potential as an employer of choice. We offer excellent pay and benefits including a defined benefit pension plan, OMERS. Service to our community, and to each other is what we do.

Loyalist Township is a growing community of over 18,000 residents situated on the north shore of Lake Ontario between the Town of Greater Napanee and the City of Kingston. The Township is a blend of rural and urban areas with a number of smaller hamlets throughout, including its very own island community, accessible by ferry. It is an outdoor-lover's dream, with a Great Lake on the doorstep and beautiful Canadian shield lakes and provincial parks minutes away to the north. Next door is the historic City of Kingston, which boasts an amazing downtown core right on Lake Ontario, full of excellent restaurants and nightlife offerings. We are also connected to large urban centres by the 401, with the GTA two hours to the west and Ottawa two hours to the east.

Annual salary: $64,705- $75,694

How to Apply: Interested applicants are invited to apply online through our Careers website by 11:59 p.m. on Sunday, April 20, 2025.

POSITION SUMMARY:

This role is an integral part of service delivery to the residents of Loyalist Township and contributes to the achievement of our Strategic Plan, within applicable Council resolutions, by-laws, and other legislative frameworks.

Reporting to the Clerk, the Legislative Coordinator will be responsible for a range of responsibilities encompassing administration, agenda preparation, recording minutes for Committees and assisting with the public recruitment of Committee members. The Legislative Coordinator will also lead the coordination and administration of regulatory permits and licenses provided through the Clerk’s Division.

The Legislative Coordinator supports the Clerk with other statutory duties, including the municipal election. The Legislative Coordinator carries out research as needed to assist with reports, policy, procedure and bylaw development and revisions.

RESPONSIBILITIES

• Leading the coordination and administration of regulatory permits and licenses provided through the Clerk’s Division including the facilitation of complete applications, processes, appeals, tracking applications and issuance of permits/licenses, to ensure departmental goals are met with respect to permit timelines and service standards.
• Managing and advising on all corporate by-laws including drafting, reviewing, formatting, managing inventory, researching legislative authority and best practices, and completing follow up items such as Set Fines Applications.
• Supporting the Records Management Program, including making recommendations for amendments and updates, and supports divisional adherence to the policies and procedures associated with the retention and disposal of records.
• Providing support to Committees by attending committee meetings, as directed, using iCompass to prepare agendas and record minutes, posting, and distributing agendas, and providing procedural advice at Committee meetings.
• Managing website updates for the Clerk’s Division in accordance with the Township’s website guidelines and standards, and other Corporate Services administrative functions.
• Perform the statutory duties as a Commissioner of Oaths, Issuer of Licenses, Deputy Division Registrar and Deputy Returning Officer.
• Conduct of the public recruitment to Committees including facilitating the recruitment drive, tracking applications, developing communication plans, and updating the membership listing up to date.
• Conduct various special departmental research projects as required. The position requires the ability to work independently on day-to-day tasks with little direction but also to collaborate with the team on special projects and meet multiple deadlines while shifting priorities.
• In the absence of the Deputy Clerk, provide back-up coverage and assistance to other division team members.
• Managing the inventory of Township policies along with drafting, reviewing and formatting policies.
• Performing all duties as a Deputy Returning Officer during the Municipal Election such as training staff, developing forms and notices, developing communication plans, organizing information sessions, and managing a voting location.
• Other duties as assigned.

*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition.

MINIMUM QUALIFICATIONS:

Education

• College diploma in a relevant discipline such as Public Administration, Political Science, Business Administration, Law or a related discipline.

Experience

• Two years’ experience in the municipal sector with experience with a strong knowledge of parliamentary procedures, office operations and technology, working knowledge of functions, operations and business of municipal government and the policies of Council, Committees and their relationship with staff and external contacts.

Knowledge/Skill/Ability

• Demonstrated knowledge of legislation pertaining to local government, particularly the Municipal Act, Vital Statistics Act, Liquor Licence and Control Act, Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act, etc.
• Strong administrative experience, minute taking, and organizational skills, with the ability to work with accuracy and attention to detail.
• Strong independent work ethic, with an ability to prioritize multiple deadlines and work under pressure.
• Demonstrated ability to exercise significant discretion and sensitivity when handling confidential/sensitive information and communicating with individuals regarding controversial matters.
• Strong interpersonal skills, with an ability to deal tactfully, courteously, and effectively with Members of Council, staff and members of the public in a professional manner.
• Availability to work a flexible work week including working evenings as required to attend Council or Committee meetings, in addition to scheduled or unscheduled overtime hours as required.
• Demonstrated flexibility and organizational skills to meet established deadlines in a dynamic work environment with shifting priorities, multiple demands, and some urgency.
• Ability to make sound and timely decisions under stressful conditions, including the ability to conduct quality research and analysis.
• Ability to implement and complete projects as assigned with minimal supervision.
• Strong customer service mindset and ability to perform customer service at a role-model level.
• Highly self-motivated with an ability to work both independently, and in a team environment.

Other Requirements

• Possess and maintain a valid Class ‘G’ driver’s license, in good standing and reliable vehicle to use on corporate business.
• Obtain and maintain satisfactory vulnerable sector Criminal Record Check (CPIC).

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

WORKING RELATIONSHIPS:

Internal

Daily communication with colleagues throughout the organization and regular communication with Member of Council.

External

Regular communication with Committee Members.

WORKING CONDITIONS:

• Normal office environment working conditions apply.
• In response to operational needs work the occasional evening and weekend for meetings and to respond to issues evenings and weekends as they arise.
• May be seated for long periods (3-4 hours).
• Occasional lifting, carrying, and moving of items may occur.

Note: The foregoing is intended to outline the general description of duties and responsibilities for this position. It is not intended, nor should it be interpreted as a complete description. Loyalist Township reserves the right to amend this position description at any time.

Loyalist Township values a diverse workforce and looks to attract and retain people who will work together to provide excellent service to our residents, visitors, business partners, and each other. If you are looking for a rewarding opportunity to work with a team of professionals dedicated to promoting the quality of life and prosperity of our community, come join us!

In accordance with the Accessibility for Ontarians with Disabilities Act, Loyalist Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process. Please contact the Human Resources team at hr@loyalist.ca or 613-386-7351 ext. 149 if you require accommodation.