Legislative Assistant

11327BR

Legislative Assistant

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for one (1) temporary, full time (up to 12 months) position of Legislative Assistant in the Office of the Municipal Clerk.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy & we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

The Legislative Assistant performs specialized executive administrative work of a complex nature under the supervision of the Team Lead, Legislative Assistants. In addition to attending and providing support to Regional Council meetings, the Legislative Assistant is accountable for the coordination of activities in support of the operation of Community Councils, Boards and Committees. A good knowledge and understanding of the organization, its policies and procedures is necessary in order to provide accurate and timely information to internal and external customers.

KEY RESPONSIBILITIES:

• Manages the proceedings of Community Councils, Boards and Committees.
• Ensures the appropriate recording of proceedings, completes meeting follow up, including advising all parties of decisions and prepares official minutes.
• Liaises and communicates with elected officials, CAO, COO, General Managers, Directors, senior staff, various provincial and federal ministries, agencies, boards, and commissions with respect to matters related to meetings of Regional Council, Community Councils, Boards and Committees.
• Serves as the key entry point for internal and external inquiries dealing with Community Councils, Boards and Committees.
• Coordinates all aspects of meetings of Community Councils, Boards and Committees (i.e., formulates agendas, obtains/prepares/distributes background material, schedules presentations, updating and maintaining meeting specific website(s), and coordinates other procedural arrangements for meetings).
• Works in the public realm and a political environment, requiring a strong sense of professionalism and political astuteness.
• Assumes the role of Municipal Clerk at meetings of Community Councils, Board and Committees and acts as Municipal Clerk during absences.
• Maintains a working knowledge of provincial/municipal legislation and regulations having relevance to the function of Regional Council/Community Councils/Boards and Committees and the Office of the Municipal Clerk.
• Provides advice to Committee/Community Council Chairs, members, staff and public on the application of the rules of procedures in support of the administration and functioning of meetings while maintaining a positive relationship with all clients.
• Ensures the recommendations of Community Councils, Boards and Committees are clearly and accurately reflected in reports to Regional Council within the prescribed timeframes.
• Understands issues impacting HRM and is knowledgeable of federal and provincial issues which impact municipal government.
• Exercises discretion, initiative, tact and alertness and a high degree of confidentiality in dealing with administrative and politically sensitive matters.
• Provides a wide variety of information and assistance to various internal and external contacts by researching records, minutes, correspondence, and documents relating to matters raised at meetings.
• Researches, prepares, and presents reports to Regional Council, Community Councils and Boards and Committees.
• Assists the Municipal Clerk in developing/revising policy and procedures.
• Prepares and maintains records such as reports, minutes, correspondence, petitions and meeting files.
• Responsible for meeting filing and documentation.
• Participates in Special Projects, as required.
• Assists other Legislative Assistants, as needed.
• May perform Commissioner of Oath services.
• Assists Returning Officer in tasks related to elections and electoral matters.
• Coordinates and oversees the work of the contract causal Legislative Supports (as required).
• May perform other related duties as assigned.

QUALIFICATIONS:

Education and Experience:

• Undergraduate degree/applicable college diploma in Public Administration, Business Administration, or related field.
• Three years related experience, or a suitable combination of formal education/experience

Technical/Job Specific Knowledge and Abilities:

• Must possess a high level of communication skills (oral and written) and have the ability to meet and deal tactfully with elected officials, staff and the public in interpreting, explaining and providing information regarding Council, Community Council, Board and Committee proceedings.
• Proficient in use of computers & related software including Microsoft Office Suite, Windows Operating Systems & Adobe Acrobat.
• Demonstrated ability to exercise sound judgment & discretion in all situations.
• Excellent organizational and problem-solving skills.
• Ability to work effectively under strict timeframes/deadlines often under pressure.
• Proficiency in use of computers and various software.
• Required to work flexible hours, including evenings, at various locations throughout HRM.
• Ability to record discussion of a technical nature with high accuracy and considerable speed which requires above average listening skills.
• Ability to maintain objective during discussions of issues, often of a controversial and/or sensitive nature.
• Certificate in Municipal Administration would be an asset.
• Knowledge of services provided within HRM, Municipal Government structure & Council proceedings is considered an asset.
• Knowledge of general HRM policies & procedure as set out in Administrative Order One, Respecting the Procedures of the Council, the Public Appointment Policy, and municipal & provincial legislation relevant to the Municipal Clerk's Office considered an asset.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.

Competencies: Communication, Customer Service, Values & Ethics, Organizational Awareness, Conflict Management, Organizing & Planning, Networking & Relationship Building, Decision Making, Valuing Diversity

WORK STATUS: Term (up to 12 months), Full Time

Hours of Work: Monday to Friday, 8:30 am to 4:30 pm, 35 hours per week with a requirement to work overtime as may be required to meet the demands of Council and Committees of Council. Flex options to work outside of these hours & hybrid may be available.

SALARY: Non-Union, NU4 $57,338-$74,205. Salary will be determined based on relevant experience & qualifications related to the specified pay band/job.Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications,such as those with exceptional experience,specialized skills,or demonstrated achievements relevant to the role.This ensures fair & consistent compensation practices across the organization.

WORK LOCATION: City Hall - 1841 Argyle Street, Halifax, NS

CLOSING DATE: Applications will be received up to 11:59pm on Sunday, May 24, 2026. All applications must include a cover letter & resumé.