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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