LEGISLATIVE CLERK

Job Status:
Temporary Full-Time
Pay & Grade:
$55,643 to $63,923 Annually Grade/Band: 5
Hours of Work:
35 Hours per week
Initial location:
Kitchener City Hall
Posting period:
August 7, 2025 to August 21, 2025 (at 6:00pm)

REQUIREMENTS

• High school plus up to 1-year post-secondary education in Office Administration, Public Administration
• 1-2 years related experience, including administrative support, minute taking, researching information and financial reconciliation.
• Municipal Administration Program (MAP) or other similar designations.
• 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.
• Experienced 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 with 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.
  Department/Division:
  Corporate Services, Legislated Services
  Group:

• 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 people, 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 the 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 applicants 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.
• 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.
• Collaborate on special projects and initiatives regarding municipal policy and program development, including research of legislation, regulations, provincial policy and municipal best practices.
• Support with election activities including processing of election financial statements and contribution reports.
• 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.
• Support the Manager, Emergency Management and Business Continuity, and assist with legislative compliance including administrative support such as meeting coordination, compliance activities, and correspondence among stakeholders.
• Schedule meetings, prepare agendas and take minutes and tracks action items for divisional management team meetings and other committees as required.
• Performs other related duties as assigned.