Legislative Services Coordinator Job Vacancy in Town of Grimsby Grimsby, ON – Latest Jobs in Grimsby, ON
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Company Name : Town of Grimsby
Location : Grimsby, ON
Position : Legislative Services Coordinator
Job Description : Legislative Services Coordinator
The Opportunity
The Town of Grimsby is committed to building a future that welcomes innovative new ideas while
protecting and preserving its distinct heritage. It is a place where leaders are committed to
sustainability and honouring Grimsby’s treasured natural setting. Grimsby has become a sought-
after community where residents enjoy waterfront living, historic neighbourhoods, active living,
and world class natural amenities. It is conveniently located in the Greater Toronto and Hamilton
Area (GTHA) in a region that is home to Niagara wineries, agriculture, cuisine, and internationally
recognized attractions.
The Portfolio
Reporting to the Manager of Legislative Services/Deputy Clerk, the Legislative Services
Coordinator is responsible for providing excellent customer service and support in the effective
delivery of legislated services and efficient administration of municipal programs. The
Legislative Services Coordinator acts as Deputy Division Registrar and provides administrative
support to other positions in the department and Committees, processes marriage and lottery
licences, provides administrative support to by-law, provides election support and assists with
customer service, Freedom of Information (FOI) requests, and the Town’s Record Management
program.
The Candidate
As a candidate for this position, you have achieved a post-secondary diploma in Business or
Public Administration and have three (3) years of recent related experience in municipal
administration. You have a working knowledge of municipal legislation including the Municipal
Act, the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and the
Marriage Act. You possess excellent computer skills and have experience with records
management software, updating and maintaining websites. In addition, you are committed to
providing excellent customer service and have superb written and verbal communication skills.
Working for the Town of Grimsby
The Town of Grimsby offers candidates for this position a competitive employment package that
includes a salary range between $56,953 and $69,292 and a comprehensive benefits plan.
The Town of Grimsby is a progressive employer committed to supporting employees’ work-life
balance while also fulfilling business goals and providing a high performance work environment.
The Town also supports the health and wellness of our employees; a commitment that is
demonstrated through free access to Town recreation facilities for employees and flexible
working arrangements during the COVID-19 pandemic and beyond.
Town of Grimsby Job Posting Page 1 of 5
Legislative Services Coordinator Posted: March 7, 2022
If you are excited by this opportunity, we are excited to hear from you! We invite you to submit
your application to hr@grimsby.ca by March 28, 2022 at 4:30 PM. Please quote the posting
number in the subject line.
A full job description can be found below or visit www.grimsby.ca under “Career Opportunities”.
Posting #: 18-2022
We thank all applicants for their interest, however only those selected for an interview will be contacted.
The Town of Grimsby is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection processes,
and work environment. We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians
with Disabilities Act (AODA) throughout all stages of the recruitment process. Please contact the Office of Human Resources,
hr@grimsby.ca if you need assistance.
Personal information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act
for the purpose of candidate selection.
Town of Grimsby Job Posting Page 2 of 5
Legislative Services Coordinator Posted: March 7, 2022
JOB POSTING
Legislative Services Coordinator
Office of the Clerk
1. Legislative Services and Administration (50%)
1.1 Receives, stamps and distributes mail for the Administration Department of Town
Hall.
1.2 Enters weekly time sheets for all staff in the Administration Department, ensuring
attendance and vacation is accurate, entered and submitted on time to payroll.
Updates health and safety training records in InfoHR for the Administration
Department.
1.3 Provides backup support to the Deputy Clerk with preparation of Council and
Committee meetings, minutes and agendas.
1.4 Assist in the coordination of reports, agendas, minutes, and follow up
correspondence relating to Council, Committee of the Whole and Advisory
Committees.
1.5 Provides backup support to the Records and Information Management and
Customer Service Specialist with records management and assists with FOI
requests submitted under the Act, as required.
1.6 Provides all administrative support to the by-law division, including but not limited
to, executing ticket entries, providing scheduling of appeals, managing phone
calls and drafting notices.
1.7 Responds to routine correspondence and drafts complex correspondence for the
signature of others.
1.8 Assists with municipal election processes and day-of activities.
1.9 Provides backup for cemetery activities including plot sales, arranging interment
services on direction from funeral homes and families, processing
monument/marker orders from monument dealers and responding to inquiries
from the public.
2. Vital Statistics and Licensing (25%)
2.1 As Deputy Division Registrar, processes marriage licenses, receives and reviews
applications and supporting documents and provides license upon completion;
contact the Registrar’s Office to resolve issues or concerns.
2.2 Maintains marriage license records in the Registrar Book.
2.3 As Deputy Registrar, receives funeral home paperwork for death registration and
prepares burial permits, reviews and signs off on documents and arranges
couriers to the Registrar; maintains internal records of death registration.
2.4 Supports procedures related to death registrations and prepares burial permits.
2.5 Process lottery licensing applications from community groups and issue lottery
licenses to charitable organizations and maintains all associated records.
2.6 Process business licenses such as hawkers and peddlers and refreshment
vehicles.
2.7 Assists with liquor license applications such as municipal information form and
municipally significant events.
Town of Grimsby Job Posting Page 3 of 5
Legislative Services Coordinator Posted: March 7, 2022
3. Customer Service (20%)
3.1 Provides regular back up support to the Town Hall reception desk during breaks,
lunches and absences, answers questions from the public by phone, email and in
person on Town of Grimsby programs, services and by-laws and directing
inquiries to the appropriate area, when necessary.
3.2 Facilitates customer concerns and is proactive to ensure a positive resolution by
making qualified assessments and referrals of complex issues to the correct
department/staff.
3.3 Processes payments for marriage licenses, dog licenses and cemetery plots by
cash, credit, cheque and debit, provides a receipt and updates software to record
transactions; balances payments weekly or monthly against records and
produces required reports.
3.4 Communicates over internal systems regarding building emergencies and
evacuations; follows emergency response protocols at the front reception desk
including notification of visitors.
3.6 Orders office supplies and contact vendors for office equipment repairs, as
needed.
4. Other (5%)
4.1 Works in a safe manner in accordance with the Occupational Health and Safety
Act, associated regulations, other applicable legislation, Town by-laws, policies,
procedures, and guidelines.
4.2 Other related duties, as assigned.
The successful candidate will possess the following:
Education
Post-secondary diploma in Business, Public Administration, or a related field.
License, Registration and Training
N/A
Experience
Three (3) years of recent related experience in municipal administration related to the
duties listed above. Candidates with an equivalent combination of education and
experience maybe considered.
Knowledge/Skills/Abilities
Working knowledge of municipal legislation including the Municipal Act and the
Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
Knowledge of the Marriage Act.
Excellent computer skills; experience with records management software, updating and
maintaining websites.
Intermediate skills with MS Office Applications including Word, Excel and Outlook.
Excellent writing skills.
Communication skills.
Town of Grimsby Job Posting Page 4 of 5
Legislative Services Coordinator Posted: March 7, 2022
Record keeping/accuracy.
Customer service.
Analytical/Problem Solving.
Regular attendance and punctuality.
Intermediate skills in Microsoft Office software including Word, Excel, PowerPoint, and
Outlook.
A combination of education, training, and experience may be considered.
This is a permanent full-time position working 35 hours per week.
Town of Grimsby Job Posting Page 5 of 5
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