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JOB OPPORTUNITY

LEGISLATIVE ASSISTANT

Working for City of Thorold

By joining the City of Thorold team, you will be choosing to become part of the fastest growing
municipality in the beautiful Niagara region.

Working with us means a great pension, superb benefits package and a supportive and
collaborative team environment. We invest in our people and prioritize creating opportunities for
our employees to learn and grow in their roles.

We are proudly home to Canada Games Park, an internationally recognized and certified
athletics and wellness facility. Our 300+ acres of parks and trails, two community centers, two
arenas and outdoor pool are what makes Thorold the ideal place to build your career.

Position Overview

The City of Thorold is looking to fill the vacancy of Legislative Assistant. This is a unionized
position within the City’s Clerks Department.

Reporting to the City Clerk, the Legislative Assistant is responsible for the full range of
legislative services to City Council and its various Advisory Committees. Key responsibilities
include compiling agendas, recording and preparing minutes, preparing follow-up
correspondence (including preparing letters and memorandums), and responding to public and
staff inquiries. Additionally, this position will provide administrative support, including the
handling of sensitive political issues, research and compiling background information, arranging
meetings and appointments, maintaining office administration and records management
processes and procedures, responding to inquiries/communications and completing special
projects. The Legislative Assistant may be required to fulfill the duties of the Licensing Clerk in
their absence, and acts as back up for customer services, answering frontline phone calls and
assisting individuals in person and the front counter.

Duties & Responsibilities

Preparation, execution and follow-up from Committee and Council meetings (60% of
time)

Coordinate the effective use of electronic agenda/meeting management software
(eScribe) by Council and staff, including access, training materials/sessions and site
maintenance.

Develop a schedule of meetings for committee portfolio in collaboration with
appropriate staff representatives in accordance with the applicable committee terms of
reference

Liaise with staff representatives in preparing agendas and addendums for assigned
committee portfolio for electronic distribution

Act as a liaison between the Clerk’s office and other departments to increase
effectiveness of the agenda process ensuring effective meeting management and
make recommendations to expedite resolution of concerns, questions and issues

Provide assistance (i.e. minute-taking, audio/visual (A/V) support) to the City Clerk and
Deputy City Clerk during Council meetings (as required)

Assists with appointments to the Advisory Committees, Boards and Special Purpose
bodies, including review and amendments to the terms of reference, preparation of the
recruitment advertisement and arranging for advertisement of vacancies, receipt and
distribution of the applications

Liaise with the public and community stakeholders to schedule and coordinate
delegations to appear before Committees and Council (as necessary). Provide
guidance and advice to delegates before the meetings, ensuring pertinent information
is obtained and they are advised of the disposition of their items and proper protocol

Prepare and circulate/post approved meeting minutes for assigned portfolio.

Prepare communications and dissemination of information resulting from actions of the
meetings and/or direction from Council including preparing letters and memorandums
for the signature of the City Clerk and/or Deputy City Clerk; including distribution of
appropriate documents when necessary

Track referred/deferred items from portfolio for placement on the appropriate meeting
agenda as directed.

Administer information requests, enquiries and correspondence directed to Council,
Committees and Clerks division (20% of the time)

Collects information for the division’s databases and ensures secure storage of
original by-laws and minutes

Regularly researches Council reports and by-laws to respond to inquiries

Responds to written and verbal inquiries from Members of Council, Department
Heads, staff, general public and senior levels of the Federal and Provincial
governments

Provide support to Council members and staff in researching minutes and meeting
decisions.

Tracking of correspondence and inquiries including those related to Councillor
information requests, staff report requests, by-laws, corporate calendar of events, “hot
topics”, etc.

Other responsibilities (20% of the time)

Provides routine administrative and clerical support to the City Clerk and Deputy City
Clerk and administrative support to Council and the Department including maintaining
inventory, conference/seminar registration, travel accommodation arrangements,
document tracking, and maintaining contact lists

Index and file all agreements, by-laws and reports relating to Council

Retrieval of documents and other records required by management, staff and the
general public

Draft confirming By-Law for Council for approval

Files permanent records (such as original agreements)and maintains electronic
database for the same

Answers telephones and general inquiries relating to Council meetings, as well as any
other services the department provides

Maintain all Council Committee membership information

Receive and open tender documents

Prepare Council Chambers for Council meetings and clean-up after meetings

Act as Election Assistant during municipal elections

Act as Commissioner of Oaths and Deputy Division Registrar as appointed by the
Province of Ontario

Qualifications and Experience


Three (3) year post secondary diploma, or a degree in Political Science, Public
Administration, Business Administration or a related discipline.

Completion of the Municipal Administration Program (MAP) through AMCTO is
required, or confirmed Enrollment (completion within 1 year).

Minimum of two (2) years of experience in a municipal government setting
(preferably in a Clerk’s Office environment) with demonstrated experience in:
o Preparing agendas and minutes electronically, and providing procedural

support;
o Interpreting applicable legislation (Municipal Act, MFIPPA) and by-laws;

and
o Municipal functions, programs and services;
o Advanced skills in Microsoft suite software, FileHold, eScribe Meeting

Management, Municipal Voterview and eSolutions platforms are required
o Demonstrated superior customer services attitude;
o Demonstrated attention to detail, organizational, time management and decision

making skills;
o Demonstrated ability to work independently and collaboratively with multiple

departments and stakeholders.
o Superior interpersonal, organizational, communication and customer service

skills to represent the department in a courteous manner in dealing with the
public and in coordinating customer service responses

Supervisory responsibility is not part of the job requirements. This position is a senior
Administrative position and is therefore expected to train and oversee some of the work of new
employees, as required.

Conditions of Employment

Office environment. Required to work under the general supervision of the Deputy City Clerk.
Ability to work effectively and efficiently in a multi-tasking fast-paced environment. Attendance,
as required, at evening Committee or Council Meetings.

Job Location: City Hall - 3540 Schmon Parkway, Thorold

Job Rate: $29.14

Hours of Work: Monday to Friday (inclusive) - 8:30 a.m. - 4:30 p.m. 35 hours



Interested candidates are invited to submit their detailed resume and cover letter to the Manager
of Human Resources, via [email protected] no later than June 22, 2023. Please indicate the position
you are applying to in the email subject line. Only those applicants selected for an interview
will be contacted.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario

Human rights code, the City will provide accommodation to applicants with disabilities throughout
the recruitment, selection and/or assessment process. If selected to participate in the recruitment,
selection and/or assessment process, please inform staff of the nature of any accommodation(s)
that you may require.

Information is collected under the authority of the Municipal Freedom of Information and
Protection of Privacy Act and will be used for employment assessment purposes.