Senior Legislative Coordinator (Open to current City of Victoria employees only)

Senior Legislative Coordinator

Competition Number: 26/61

Posting Scope: Internal (Open to current City of Victoria employees only)

Posted Date: March 17 2026

Closing Date: March:30 PM PST

Department: Legislative Services

Posting Type: Regular

Work schedule: Monday to Friday ( 35 hour work week)

Salary: $ 44.25 per hour Pay Grade 11

Job Code: 4112

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

WORK FROM HOME

The successful candidate for this posting may be eligible for participation in a hybrid work from home arrangement in alignment with the Citys Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.

FLEX

The successful candidate for this vacancy would participate in a modified work week earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

POSITION FUNCTION

Coordinate and assist with oversight of administrative functions within Legislative Services Department.

KEY DUTIES

Produce City Council agendas by assembling documentation and selecting background information; Establish review and coordinate administrative systems and processes such as administrative procedures policies and priorities; arrange for printing and distribute approved copies; arrange meeting facilities; take transcribe and distribute minutes; follow-up on minute items as requested; communicate in writing the decisions of Council maintain files and send tasks of unfinished business and pending motions; coordinate and maintain filing system for the unit in accordance to Local Government Management Association standards; Screen and prioritize telephone calls and emails when appropriate; manage information requests.

Summarize land development applications and heritage designation applications and place on public hearing schedule. Compose public hearing notices and newspaper and social media advertisements for upcoming public hearings and meetings; ensure newspaper publication and social media posting deadlines are met; notify property owners and occupants of public hearings by mail.

Receive record and distribute agreements legal claims and correspondence; maintain files and database; update bylaw reading information database and bring-forward system; maintain database of Council decisions; maintain website of Council minutes bylaws council meeting schedule request to address webpage and public hearing notices.

Ensure accuracy of Council decisions to ensure public receives accurate and timely information; support Council meeting and Legislative meeting functions; act as coordinator to communicate information to stakeholders and the public; act as first point of contact with the public to respond to inquiries.

Respond to enquiries from developers the public other City departments outside agencies and government by providing information on bylaws regulations policies and procedures. Produce reports and statistics on statistical reports and timelines; distribute monthly and quarterly statistic reports.

Respond to enquiries from staff Council members and the public by providing information on Council and public hearing items process requirements bylaws and other department information. Receive payments and process invoices as required; contact and schedule delegations to Council meetings.

Coordinate assign review and participate in the work of approximately three clerical staff involved in the administrative support as required to meet production deadlines; make recommendations on employee selection and promotion; provide employee training as required and input to employee performance appraisals.

Maintain records such as hours worked holidays sick leave overtime and senior pay; ensure accuracy of employee entitlements. Complete expense claim forms. Maintain administration filing system and training schedules for staff; approve and code invoices as authorized.

Assist in the preparations for elections by-elections and referendums as required.

Perform related duties where qualified.

INDEPENDENCE

Work is generated by Council business and operational demands or direction by supervisor.

Work is reviewed upon completion for accuracy.

Work must conform to statutory processes and procedural bylaws.

Issues such as approval of agendas and minutes policy and procedure changes sensitive matters confirmation of public hearing dates and late agenda items are discussed with supervisor.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

Meet multiple deadlines. (often)

Long periods of intense concentration while taking and transcribing meeting minutes. (often)

Accurately follow prescribed procedures. (often)

Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods. (often)

Work Environment:

Office.

Required to work irregular hours. (premium item)

KEY SKILLS AND ABILITIES

Organize and prioritize work.

Strong time management skills including the ability to meet tight and changing deadlines.

Understand and apply techniques of office administration.

Sound judgment and decision-making skills.

Type 60 wpm; working level operation of current City word processing spreadsheet database and related administrative software.

Use standard office equipment.

Take and transcribe action minutes.

Accurately follow prescribed procedures and guidelines program.

Maintain accurate records.

Establish and maintain effective working relationships.

Create and edit a variety of correspondence and reports.

Communicate effectively verbally and in writing.

Supervise a small staff.

Deal professionally and timely with all staff public and outside agencies.

QUALIFICATIONS

Formal Education Training and Occupational Certification:

High school graduation.

Accredited courses in Public Administration. (1 year)

Experience:

3 years of related experience including supervisory experience minute taking and agenda preparation.

or an equivalent combination of education and experience.

OTHER:

May be requested to substitute in a more senior position.

To apply for this opportunity youwill need to create an online profile or log back into our career portal at - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity diversity inclusion and accessibility into our programs policies spaces and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous racialized immigrants persons with disabilities 2SLGBTQIA or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance please email us at .