Manager, Legislative Services

GENERAL ACCOUNTABILITIES

Reporting to the General Manager of Corporate Services, the Manager of Legislative Services is accountable to directing day to day operations for the Legislative Services Department, including, coordinating, and preparing Council and Committee agenda packages and corresponding minutes through meeting management software.  They will also manage Town policies and bylaws, oversee the administration of freedom of information and privacy (FOIP) processes, and oversee the Subdivision Development Appeal Board (SDAB) and Assessment Review Board (ARB). 

Additionally, the Legislative Services Manager is also responsible for conducting Town elections, by-elections, census, and plebiscites.  This role requires diplomacy and tact in interactions with diverse stakeholders, including internal customers, residents, boards and elected officials.  Furthermore, this position will provide guidance and supervision to staff members responsible for records management and office administration, thereby fostering and promoting consistency and standardization in organizational policies and procedures, and practices across the organization. 

The Legislative Services Manager is to lead by example by adhering to and enforcing all responsibilities as outlined in the current Towns’ Policy and Procedures. 

This position is an advocate for safety and directs the team as a proactive safety leader.  The Manager ensures that all Health & Safety policies, work procedures, rules and relevant directives are followed by all staff and safety is top of mind in all operations. 

REPORTING RELATIONSHIPS

This position reports to: General Manager of Corporate Services → Chief Administrative Officer 

DUTIES & ESSENTIAL JOB FUNCTIONS

Legislative Services

• Oversight of coordination and preparation of Council and Committee related agenda packages and resulting minutes and associated processes, ensuring production in a timely, professional, and accurate manner, and effectively communicated.
• Be a source of information and advice with respect to legislation, governmental regulations as well as Town agreements, directives, bylaws, and policies.

• Responsible to stay current and to provide research assistance and direction to Town departments and Council in a variety of legislative functions.

• Actively involved in the development and review of bylaws, policies, and reports in accordance with best practices or legal advice. This includes ensuring policies are regularly reviewed and updated by appropriate departments. 
  
   
• Provides responses to residents and other municipalities concerning inquiries about Town bylaws and policies.

• Undertake development and update of Council governance bylaws and policies through workshops and consultation.
  
   
• Guide and develop the corporate policy and bylaw review framework while supporting the development of policies and bylaws ensuring policy conflict is minimized while adherence to the Policy framework and compliance with MGA and other legislative requirements.

• Provide direction and recommendations regarding Council orientation.
  
   
• Oversee and support contracts which facilitate key projects like municipal census and elections.
  
   
• Ensure all Provincial and Federal legislative reporting adhered to.

FOIP Administration

• Develop, implement, and maintain policies, guidelines, and procedures to manage the Town’s compliance with the FOIP Act.
  
   
• Provide advisory services to the staff of the public body.
  
   
• Providing training programs on access to information and privacy protection to Town staff.
  
   
• Advise leadership on information that can be disclosed without a FOIP request.
  
   
• Manage the FOIP request process for the Town, which may include: assisting applicants; assigning requests to program areas; monitoring and tracking the processing of requests; meeting time limits and notification requirements; considering representations from third parties; calculating fee estimates and collecting fees; reviewing preliminary recommendations from program areas and offices of the public body about the disclosure of records and proposals for redacting of information; making final recommendations on responses to requests; and responding to applicants.
  
   
• Coordinate any negotiations, mediations, inquiries, investigations, and audits

with the Office of the Information and Privacy Commissioner.

• Create and implement practices and procedures to ensure compliance with the privacy protection measures in Part 2 of the Act regarding the collection, use, disclosure, accuracy, retention, and security of personal information.
  
   
• Report as required to the Ministry responsible for the FOIP Act on the operation of the Act.

Administrative Services and Duties

• Supervisory responsibilities over Records Management and (and other positions or departments as those roles are developed). This includes, coaching and mentoring employees for success along with performance management, hiring, and firing.
  
   
• One of the Commissioner for Oaths for the organization.
  
   
• Conducts the Municipal Census (if required).
  
   
• Acts as, or manages the contract with, Returning Officer for general elections, by-elections and plebiscites to ensure successful planning and execution of elections, by-elections, and plebiscites.
  
   
• Responsible for the Legislative Services operating and capital budgets.
  
   
• Oversees the Legislative Services areas of the Town website including Freedom of Information and Protection of Privacy Access Requests.
  
   
• Responsible for the effective and efficient delivery of internal and external customer service.
  
   
• Ensures linkages and information flows between functional areas of the Town are identified, created, and maintained.
  
   
• Ensures the timely review and response to inquiries and applications;
  
   
• Ensures the efficacy of municipal procedures, information, and workflows to optimize the use of available resources for timely and accurate decision making.
  
   
• Develops and maintains positive relationships with other appropriate municipalities and public entities.
  
   
• Continue to work with the General Manager of Corporate Services to update and enhance the Service Level Inventory for Legislative Services to show current state and develop options for future state.
  
   

• Ensure all employees in the department comply with provincial and municipal safety regulations.
  
   

• Sets the example of a safety-first culture by demonstrating a positive and safe work environment. Work with the safety department on enhancing and implementing a public works specific safety program. 
  
   
• Ensures all safety documents are completed, read, approved, and forwarded to safety in a timely and accurate manner.
  
   
• Ensures the team receives and participates in training and development programs.  Including work specific competencies, mentorship and development programs, and safety. 
  
   

• Provides leadership and mentorship to the team by setting the team up for future success.
  
   

• Other responsibilities as the role transitions to include other tasks and responsibilities as defined by the General Manager of Corporate Services and/or the Chief Administrative Officer.

DECISION MAKING ROLE

This position will determine the programs and services that will be delivered through the Legislative Services Department. 

This position will work closely with the General Manager to make recommendations for amendments and inclusions to the annual budget. The position will have sole responsibility in adhering to the Legislative Services budget. 

The Legislative Services Manager is responsible for ensuring staffing levels are adequate for maintaining service levels and fulfilling operational needs. This includes hiring, day to day and dismissal decisions. 

This position will be responsible for design, contract tendering and contract administrating.  The Legislative Services Manager will hire various contractors as required.

MAJOR INTER-PERSONAL CONTACTS

Mayor & Council
Senior Leadership Team 
Records Management & FOIP Coordinator 
Managers & Supervisors
Executive Assistant
External Stakeholders

QUALIFICATIONS AND EXPERIENCE

• University degree in Business, Law, Management, Political Science, or related field
• Five (5) years of local government experience.
• Successful completion of the Subdivision Development and Appeal Board (SDAB) and Assessment Review Board (ARB) clerk training
• Commissioner for Oaths
• Member of Alberta Municipal Clerks Association (considered an asset);
• Training or experience in managing FOIP requests (considered an asset)

• Considerable knowledge of the Municipal Government Act (MGA), Robert’s Rules of Order, Local Authorities Election Act (LAEA) and Freedom of Information and Protection of Privacy Act (FOIP).

• Ability to establish and maintain working relationships with members of the public, members of Council, and all levels of staff

• Strong knowledge of pertinent municipal, provincial and federal legislation; with extensive experience with policy and bylaw development

• Strong knowledge of democratic and legislative processes

• Ability to adapt to varying workloads, pro-actively plan, establish priorities, and allocate resources

• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals

• Excellent working knowledge of municipal functions and responsibilities, and court/tribunal decisions that impact municipalities

• Achieve results in a complex organization and political environment in a way that builds and maintains trust and relationships

• Excellent written and verbal communication skills with the ability to prepare clear and concise administrative reports for Senior Leadership and Council

• Service oriented with the capability to collaborate effectively within diverse teams to accomplish organizational objectives

• Ability to work under conditions of strict confidentiality

• Availability to attend Council/Committee and other meetings as required

• An appreciation for balancing regulation with flexibility required to solve problems

• Experience with the Freedom of Information and Privacy Act

• Ability to lead, coach and mentor for continuous learning, improvement and growth

• Strong organizational skills with the ability to monitor and adjust work plans to accomplish goals

• Computer competency in Windows applications – Microsoft Word, Excel, Publisher, Outlook, database applications, Adobe Acrobat, and network systems. 

• Basic Emergency Management

• ICS 100, or willingness to attain.