The Legislative Services Manager oversees secretariat functions for County Council, committees, and boards. The position is responsible for legislative duties like drafting bylaws, conducting censuses, and acting as Returning Officer for elections. Key responsibilities include acting as municipal secretary, advising on procedures, supervising staff, and managing records and freedom of information processes.

1. Reviewed Date: August 2014
JOB TITLE: CURRENT CLASSIFICATION/GRID: POSITION
Legislative Services Manager AD Level 7(c) # 27
NOC CODE: 0414
STANDARD HOURS: 35 hours per week (management)
JOB TITLE OF
IMMEDIATE SUPERVISOR SUPERVISOR’S CLASS/GRID POSITION #
Director of Corporate Services AD Level 8(h) # 530
DIVISION DEPARTMENT LOCATION
Corporate Services Legislative Services Main Administration Building
PROGRAM FUNCTION:
The Corporate Services Division is responsible for financial, legislative, assessment, information systems,
procurement and risk management/insurance functions and support for the organization.
The Legislative Services Department provides high-level administrative, clerical support and results-oriented
service to all County departments, the Council Members, and the Chief Administrative Officer.
PURPOSE OF JOB:
This position plans, organizes and administers a secretariat function for Council, Committees and Boards such as
the Subdivision and Development Appeal Board. The position also records and drafts by-laws, provides
legislative functions such conducting census and acts as the County’s Returning Officer for municipal elections.
This position also oversees records management and FOIP functions within the County.
Job Duties and Tasks:
1. Acts as Municipal Secretary and is responsible for ensuring that all matters handled by Council (not the
municipality) confirm to statute requirements. This involves attending all Council, Committee meetings
as required, and overseeing/managing the completion of minutes and related administrative tasks and
tracking/following-up on motions and other matters on behalf of Reeve and Councillors..
2. The position is one of two principal advisors to Council, Board and Committees with respect to procedure
and process. The other is the Chief Administrative Officer.
3. Providing leadership, supervision and guidance to the Corporate Records Coordinator and Administrative
Assistants (Legislative Services) which includes hiring decisions, conducting performance reviews,
providing regular performance feed back and recognition. The position is also responsible for taking the
necessary performance related action to address concerns.
COUNTY OF GRANDE PRAIRIE
JOB DESCRIPTION

2. Reviewed Date: August 2014
4. Assisting with coordinating the Strategic Planning process. Monitoring and following up on Strategic
Plan initiatives and facilitating ongoing Strategic Plan development in support of the Director of
Corporate Services.
5. Acts as Secretary to the Subdivision and Development Appeal Board by ensuring that meetings are held
in accordance with the Municipal Government Act, providing interpretation of legislation as required.
The position is responsible for attending meetings and ensuring that Board Orders are completed within
the allocated timeframe as outlined in the Municipal Government Act and ensuring that appeal outcomes
are provided to complainants within acceptable timeframes. The position also orientates new SDAB
members to the process and coordinates external training.
6. The position is responsible for maintaining the bylaw register and drafts bylaws for approval, assignment
of the municipal seal and for safekeeping once approved by Council.
7. Drafting policies and providing legislative review/development advice and technical assistance to senior
management and department staff as required.
8. In conjunction with the Director of Corporate Services is responsible for developing, implementing and
monitoring the County Administrator and Executive Assistant to the County Administrator and Council,
Legislative Services, and Council budget. This also includes coding of invoices.
9. Preparing land conveyance documentation related to administrative land sales/transfers in coordination
with legal counsel to ensure the appropriate procedures have been addressed and actions taken to protect
the interests of the County. This does not include land acquisitions related to Public Works activities.
10. Maintains effective, proactive and professional liaison with County staff, other government offices,
outside agencies and stakeholders. Briefs the Director of Corporate Services and Chief Administrative
Officer on legislative or Council matters of urgency, significance or interest.
11. Participates as a member of the Manager committee.
12. Responsible to oversee and champion the management of corporate records for the organization including
the records system (currently TRIM) and electronic record keeping.
13. Responsible for overseeing the FOIP program within the County.
14. Responsible for reviewing and drafting correspondence for Reeve and Councillors related to legislative
and Council matters.
15. Reviewing statute or regulation changes as reported in the Alberta Gazette and circulating to appropriate
Director for perusal and coordinating response on behalf of County, if appropriate.
16. The incumbent is also responsible for ensuring that the requirements under the Local Authorities Election
Act are carried out by planning, developing, processing and conducting municipal census. The incumbent
is responsible for ensuring the accurate and impartial tabulation and transmission of data to interested
parties. This includes training and managing contracted staff to assist in the execution of the municipal
census.
17. As Returning Officer, the incumbent is responsible for planning and establishing processes to be followed
in municipal elections, by-elections and plebiscites
18. Responsible for coordinating new Councillor Orientation and preparing related information packages.
19. Assisting members of the general public with inquires related to various municipal services and Council
decisions, on behalf of the Chief Administrative Officer as required.
20. Working with the Assessment Department to facilitate operations of the Assessment Review Board
hearings and coordinating training for board members.

3. Reviewed Date: August 2014
JOB DESCRIPTION CERTIFICATION:
I have read this job description:
___________________________ ________________________ ____________
Incumbent’s Signature Name (print) Date
This job description is an accurate statement of the position’s assigned duties, responsibilities, and reporting
relationships, as indicated in the preceding organization chart, effective _______.
___________________________ ___________________________ __________
Supervisor’s Signature Name (print) Date
This Job Description is in the appropriate format and contains sufficient data for its evaluation in the County Job
Evaluation Plan:
___________________________ ____________________________ ___________
HR Coordinator’s Signature Name (print) Date
Attachment: Organization Chart

4. Reviewed Date: August 2014
QUALIFICATIONS STATEMENT
Education and Experience:
• Two-year diploma in Business Administration, Legal Studies or another related field, supplemented by
Local Government courses and several years of related experience or an equivalent combination of
education and experience.
• Several years of experience in government policy development, research or program administration, or in
a professional occupation in social science, law or business administration is preferred.
• Experience in a supervisory role an asset.
Knowledge of:
• Applicable legislation, bylaws and policies
• Council, committee and related governance and parliamentary procedures
• Business English and grammar
• Office Administration and systems, including MS Office, Records Management software
• Principles, practices and techniques of relevant information management systems and the County’s
Corporate Records structure and procedures
Skills and Abilities:
• Ability to interpret legislation, bylaws, policies, resolutions, agreements, documents and related material;
• Ability to operate computer, including MS Office software and proficient keyboarding skills;
• Ability to communicate tactfully, clearly, and effectively, and exercise mature judgment to deal
effectively with council, ratepayers and other County employees;
• Ability to manage a budget;
• Ability to manage and supervise employees in accordance with the County’s performance management
policies;
• Ability to maintain a high degree of accuracy and consistency when performing duties;
• Ability to effectively contribute as part of the management team;
• Ability to establish and maintain working relationships with a variety of individuals or groups;
• Ability to address external deadlines and time pressures;
• High degree of discretion, sound judgment and professionalism;
• Good written, organizational and time management skills;
• Commissioner for oaths
• Ability to promote the County’s Record Management system across all departments;
• Ability to ensure all work related information is kept confidential as per policy and in accordance with
Freedom of Information and Protection of Privacy Act.
• Ability to comply with records management practices as stated in the Records Management Policy.
Training Matrix:
Preferred:
• National Advanced Certificate in Local Authority Admin (NACLAA) Level 1 (Local Government, Local
Government Finance, Municipal Law I, Organizational Behavior, Public Administration Professionalism
plus 3 electives)
Required:
• Disability Management / RTW Seminar (WCB)
• Essential Skills for Supervisors Certificate or equivalent
• First Aid including AED
• Leadership for Safety Excellence
• Prime Contractor
• Workplace Violence Prevention
• Assessment Review Board Clerk