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City of Quinte West

Legislative Services Coordinator

Quinte West, ON, Canada

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Job details

Apply by: Nov 18, 2026
Posting language: English
Posted: Nov 4, 2026

Original job description

The City of Quinte West is situated on the shores of the beautiful Bay of Quinte. We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560people make Quinte West home. Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call “home”.

Position:	Legislative Services Coordinator
Department:	Corporate Services
Division:	Legislative Services
Reports to:	Manager of Legislative Services/Deputy City Clerk

Corporate Services

This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The department carries out the statutory duties for the City’s Clerk’s Office, which includes, among other things, preparation of agendas, recording minutes, preparing by-laws, maintaining records, licencing, elections, and maintaining vital statistics. The department is also responsible the telecommunications and information technology needs of City facilities.

Legislative Services

The Legislative Services division delivers a range of civic services and legislative duties in collaboration with all municipal departments, elected officials, other levels of government, and the general public. These functions include supporting Council and Committee proceedings, overseeing the City’s information management program, administering municipal elections, issuing licences and processing Municipal Freedom of Information and Protection of Privacy (MFIPPA) access requests.

Purpose and Scope:

The Legislative Services Coordinator is responsible for providing accurate, technical, and timely secretariat support for City Council meetings and various boards and committee meetings. This position coordinates and provides support to the legislative services division, assisting with the statutory functions of Legislative Services, such as preparing by-laws, agendas, minutes, assisting with records management, commissioning documents and affidavits, licensing, and acting as an Election Official during municipal elections.

This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.

Duties and Responsibilities:

Prepare, distribute and publish agendas, reports, by-laws, resolutions, minutes, notices, and follow up materials, including confidential and sensitive material.
Provide technical and procedural advice to staff, committee and board members.
Coordinate meeting activities including working with internal and external stakeholders to arrange meetings, delegations, presentation and other council or committee/board activities.
Provide procedural advice and record minutes for advisory committee or board meetings as required.
Provide assistance and backup with Division tasks as required, including office administration, research and drafting reports, policies/procedures and legal agreements, preparing licences and permits, records management and filing, and training staff on relevant procedures.
Respond to enquiries from and liaise with the general public and other levels of government and staff, regarding the operation of the Legislative Services Division.
Support the Legislative Services Division with special projects as required, and will be a key team member of the municipal elections team, assisting with the coordination and implementation of all aspects of municipal elections.
Maintain confidential departmental documents.
Accountable for all statutory duties of the Clerk
Demonstrate a commitment to learning and overall professional development.
Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

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

Competencies:

This position will:

Demonstrate the City’s core corporate competencies:

Ambassador
Health and Safety Behaviour
Integrity, Trust and Accountability
Quality of Work
Teamwork

Demonstrate the City’s individual contributor competencies:

Customer Focus
Planning and Organizing
Drive for Results
Problem Solving
Communication

Demonstrate the position competencies:

Comfort Around Higher Management
Political Savvy
Functional/Technical Skills
Priority Setting

Contacts:

The position will have direct contact with:

Internal:	Director of Corporate Services/City Clerk, Manager of Legislative Services/Deputy City Clerk, all City Directors and Managers, all City staff, City Council, Boards and Committees.
External:	General Public, Federal and Provincial agencies, Solicitors, Consultants, representatives of other municipalities.

Education/Specialized Training/Skills:

The position will require:

A minimum of a two (2) year post secondary degree or diploma in Public Administration, Business Administration, Political Science or a related field or an approved equivalent combination of education and experience.
Sound knowledge of municipal government structure and organizations.
Demonstrated knowledge of municipal governance and procedures as it relates to Council administration and conduct.
Demonstrated ability to exercise significant political acuity, 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.
Mature judgement, diplomacy and discretion in the frequent interactions with the public, Board/Committee Members and Members of Council.
Ability to research, analyze and formulate solutions.
A highly developed sense of professionalism, tact and diplomacy.
Demonstrated respect for confidential and sensitive issues.
Demonstrated customer service and public relations skills.
Demonstrated ethical behaviour and business practices.
The ability to work with a diverse group of individuals in a team environment.
A commitment to providing high quality, cost effective services to the City and the community.
Strong organizational skills with the ability to prioritize work in a demanding environment.
Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
Strong written and verbal communication skills.
Strong and effective analytical, critical thinking and problem solving abilities.
The ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.

Nice to have:

Although not required, the following would be considered an asset to the position.

Completion of the Municipal Administration Program (MAP) from the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
A valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
The ability to communicate in both English and French.

Work Experience:

A minimum of two (2) years of experience in governance, statutory, or administrative functions in a municipal, government, or regulatory setting, or a related field.
Strong administrative experience, minute taking, and organizational skills, with the ability to work with accuracy and attention to detail.
Working knowledge and experience with the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Municipal Elections Act, 1996, Municipal Conflict of Interest Act, Accessibility for Ontarians with Disabilities Act (AODA) and other relevant legislation.

Nice to have:

Although not required, the following would be considered an asset to the position.

Experience with iCompass or other agenda management software.
Working knowledge of Robert’s Rules of Order and general parliamentary procedure and decorum.
Previous municipal experience.

Decision Making:

The position is responsible for providing timely, accurate advice to the Manager of Legislative Services/Deputy City Clerk, division staff and other City departments where appropriate.

Supervision:

The position has no direct supervisory responsibility but does play a role in training and guiding staff when required.

Work Environment:

Work in an office environment on a regular basis.
Occasional travel outside the municipal boundaries may be required.
Attend evening Council and/or Committee meetings when required.
May be required to work evenings and weekends and respond outside of normal working hours as required.

This posting is for an exisiting full time vacancy.

What we offer you:

OMERS pension plan
Competitive employer-paid extended health benefits
Minimum of 3 weeks vacation
Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes:
- Hybrid work model for eligible positions
- Flexible start time for eligible positions
- Compressed biweekly work schedule for eligible positions

Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

We thank all applicants who apply but advise that only those selected for an interview will be contacted.

The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process.

Please contact the Human Resources Department at 613-392-2841 ext. 1106 or hr@quintewest.ca to ensure your accessibility needs are accommodated throughout this process.

Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position.

The City of Quinte West does not use artificial intelligence (AI) to screen, assess, or select candidates in its recruitment processes. All applications are reviewed and assessed by Human Resources staff and the hiring manager.

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More about this job

Responsibilities

Prepare and publish agendas, reports, by-laws, minutes, notices, and other materials, while coordinating Council, board, and committee meetings and providing procedural guidance. Support the Legislative Services Division’s statutory and administrative functions, including records management, licensing, public inquiries, and municipal election coordination.

Requirements

Requires a two-year post-secondary degree or diploma in public administration, business administration, political science, or a related field, or an approved equivalent combination of education and experience, plus at least two years of relevant experience. Candidates need municipal governance and legislative knowledge, strong administrative, communication, organizational, and analytical skills, and the ability to handle sensitive information; a satisfactory criminal record check is required.

Skills

Municipal Governance
Council Administration
Agenda Preparation
Minute Taking
Legislative Procedures
Records Management
Municipal Elections
Public Administration
Research and Analysis
Written and Verbal Communication
Customer Service
Political Acuity
Confidentiality and Discretion
Organization and Prioritization
Problem Solving
Microsoft Office and Google Workspace

Benefits

OMERS Pension Plan
Employer-Paid Extended Health Benefits
Minimum Three Weeks of Vacation
Flexible Work Program
Hybrid Work Model for Eligible Positions
Flexible Start Time for Eligible Positions
Compressed Biweekly Work Schedule for Eligible Positions

Visa sponsorship

Not detected in the job text

Keywords

Municipal Government
Legislative Services
Council Administration
Municipal Governance
Council and Committee Meetings
Agenda Management
Minute Taking
By-Laws
Resolutions
Records Management
Municipal Elections Act, 1996
Municipal Act, 2001
Municipal Freedom of Information and Protection of Privacy Act
Municipal Conflict of Interest Act
Accessibility for Ontarians with Disabilities Act
Robert’s Rules of Order
iCompass
Google Workspace
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Dayforce
Licensing and Permits
Freedom of Information Requests
Parliamentary Procedure
Public Administration
Confidential Information
Election Coordination

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