Admin Support 4 – Legislative Services - #224995

Position Posting

Admin Support 4 – Legislative Services

(1 Position Available)

Term of Employment:Full-time, ContinuingRate of Pay:Band 4: $31.46 - $34.37 per hour (Subject to CUPE 1015 Agreement)Location:City HallDuties:

Reporting directly to the City Clerk, the Admin Support 4 position is responsible for providing key administrative support to the legislative services team.

Minutes and Agendas:

• Provides initial communication for Council meetings; prepares the agenda, including: report tracking, report manager approvals and workflows, updates and distribution of the agenda
• Posts the agendas to the City’s webpage
• Conducts the initial setup in Council Chambers prior to meetings
• Attends Council meetings; records minutes, submits the draft for review and final approval, uploads minutes to the City’s webpage
• Enters all motions into the motions listing, and ensures notifications are sent out through the meeting management system if required
• Provides guidance and support to staff on the development of reports, and submissions into the meeting management program
  
  

Boards and Committees Administration

• Administers the Assessment Review Board (ARB), Subdivision and Development Appeal Board (SDAB) and other boards/committees as assigned, including the appeal process to ensure compliance with legislation.
• Maintain legislatively mandated certification as an Assessment Review Board Clerk, as well as a Subdivision and Development Appeal Board Clerk.
  
  

LA/FOIP:

• Reviews monthly financial reports, ensuring redaction is properly completed
• Provides assistance with internal and external LAFOIP requests
  
  

Reporting:

• Prepares reports for inclusion on agenda packages
• Provides guidance, research and support related to the development of documents for Legislative Services
  
  

Prepares Documents

• Prepares documents for signing, verifying accuracy; receive documents from departments, document tracking, prepare signing cover page, seal/file all signed documents
• Prepares correspondence and briefing notes
• Maintains financial security listing
• Prepares templates for agreements/documents as required
• Prepares purchase orders, p-card statements, and completes invoicing
• Supports the City’s corporate records management program
  
  

Insurance

• Provides advice and guidance regarding insurance related matters.
• Mitigate risk to the City through proper risk management, ensuring all City operations and agreements have the proper insurance requirements in place
• Maintains all insurance documents: certificates of insurance, policies, claims, files, etc
• Acts as the main point of contact for and provides advice and guidance to all City departments for insurance inquiries.
• Administer all insurance claims, such as interviewing staff, assisting the adjustor, on-site inspections, communications with claimant, insurer, and legal providers, as well as maintain proper claims document management.
• Collaborate with and provide assistance to the City Clerk as well as insurers and legal counsel in the event insurance claims escalate to a court proceeding
• Coordinate and administer the insurance renewal.
• Ensure proper asset valuations are in place to accurately reflect insurance coverage required
• Collaborate with asset management on the additions and deletions of coverage
  
  

Other:

• Acts as a liaison between the legislative services team and other city departments to resolve conflicts and ensure legislative compliance.
• Provides administrative support to the City Clerk, and Legislative Services Coordinator
• Works with the department to coordinate and develop education sessions for staff
• Assists with the planning and administration of elections, by-elections, plebiscites and censuses
• Provides information and direction to City departments on Legislative Services initiatives and programs.
• Conducts research for the City Clerk and Legislative Services Coordinator
• Addresses concerns, inquiries and questions regarding legislative services activities.
• Provides customer service, both in-person and over the phone.
• Arranges meetings, room bookings, and meeting room set up as required
• Other related duties as required
  
  

Schedule:

This position is office based, normal working hours are between 8:00 a.m.-5:00 p.m., Monday-Friday, with the occasional requirement to work outside these standard hours. Overtime may be required depending on required deadlines.Qualifications:

• Post-secondary Diploma in Legal Studies, Business Administration or a related field from a recognized institution
• Five years’ experience in an administrative field.
• Completion of, or working towards, National Advanced Certificate in Local Authority Administration (NACLAA) would be considered an asset
• Strong computer skills with proficiency in Microsoft 365.
• Working knowledge of accounting software is required.
• Ability to multi-task, direct work, stay organized and maintain a strong attention to detail.
• The ability to complete time restricted deadlines while maintaining accuracy.
• Strong communication skills; the ability to maintain professionalism and converse in-person and through written correspondence with all levels of staff, stakeholders and the general public.
• Exceptional time-management skills with the ability to manage competing priorities while maintaining accuracy.
• Excellent interpersonal skills that contribute to working effectively in a diverse working environment
• Ability to work independently and effectively with a team.
• Exudes a high standard of ethics and confidentiality.
• Strong attention to detail
• Shows a team player attitude, creates a working environment conducive to team achievement, productivity and competence with colleagues
  
  

Pre-Employment Requirements:

• Satisfactory Criminal Record Check
• Successful applicant must provide proof of qualifications
• Applicants with international education will be required to include an Academic Credential Assessment with application
  
  

Closing Date:January 2, 2026Posting Type:Internal & ExternalApplication Information:The City of Lloydminster is an equal opportunity employer. If you have questions or require further information on this position, please contact us. All applications must be sent to the Employee Relations team and received by the closing date.

Powered by JazzHR

bTLXHqT1t7