Procedural Assistant Jobs

Reporting to the Procedural Clerk, this position provides administrative and procedural assistance to the Procedural Services branch. This includes assisting in publishing the official permanent record of the business of the Legislative Assembly of Saskatchewan (the Journals) and other official documents, including Votes and Proceedings and Routine Proceedings and Orders of the Day.

The position is responsible for assisting with various functions that improve parliamentary and procedural processes and services, such as administering the Legislative Tracker (LT, LAS-specific database), assisting with the precedent files, maintaining records, and updating process manuals.

The position is also responsible for coordinating standing and special committee operations.

Primary Responsibilities

• Coordinates the administrative management and logistical services to standing and special committees of the Legislative Assembly.
• Updates and maintains the Screeds manual (the compilation of precedent and parliamentary language that is used in determining how the business of the Legislative Assembly is described in the official record).
• Assists in producing the daily sessional records, including the Journals, Votes and Proceedings and Routine Proceedings and Orders of the Day. This requires proper parliamentary language, screeds, and application of the Legislative Assembly's Rules and Procedures to ensure that all legislative business is appropriately recorded. Duties include creating draft minutes and scripts, proofing and tracking the business of the Assembly to ensure all is captured and the business flow is recorded as per the Rules and Procedures of the Legislative Assembly of Saskatchewan. The position is responsible for the safekeeping of the official historical sessional records.
• Tracks, amends, produces, and publishes information to the Legislative Assembly website and Members' portal pertinent to parliamentary documents, including the parliamentary calendar, sessional papers, Assembly seating plans, the progress of estimates, and the progress of bills and specialized parliamentary materials.
• Communicates critical Assembly information regarding the expected business, statistics, and provides LT reports to employees as well as retrieval and distribution of critical parliamentary information from the Legislative Tracker to the Speaker, Clerks, House Leaders, caucus employees, LAS etc., including the maintenance and updating of Chamber Legislative Tracker reports for the Clerks and Speaker.
• Coordinates and prepares draft committee minutes, agendas, and reports for committee clerks.
• Provides temporary coverage to ensure continuity of procedural oversight during Standing and Special Committee meetings.
• As directed by the Procedural Clerk, the position assists in researching precedent and procedure to answer incoming inquiries from the Clerks-at-the-Table, caucus offices, House business, ministries, LAS staff, and the public.
• Participates on internal committees to plan and host protocol functions such as conferences, seminars, and parliamentary events as required.
• Maintains and organizes the official Assembly records for transfer to the Clerk's Office for permanent retention and collects and retains all administrative/operational records for the Procedural Services branch as per the LAS Records Management Schedule.
• Organizes the updates of the Assembly's precedents and revision of procedural manuals and other tools for orientation; maintains documentation; creates and/or revises parliamentary forms, scripts, procedures, orientation and briefing resources and statistics to meet anticipated needs of elected officials, executive government, and the public.
• Collects and compiles statistical and historical data of each legislative session that is assembled into an extensive critical procedural database (Legislative Tracker).

Qualifications

This position requires knowledge of parliamentary procedure, democratic systems, and public administration, as would typically be attained through an undergraduate degree in Political Studies, History, Public Administration or Canadian Studies supplemented with experience in a Parliamentary or government environment.

The position requires knowledge of committee and Assembly processes, rules and precedents associated with The Rules and Procedures of the Legislative Assembly.

In addition, proficiency in the English language, including grammar, spelling, syntax, and punctuation, is required.

Employees of the Legislative Assembly Service are expected to provide non-partisan confidential service to all Members of the Legislative Assembly.

A Criminal Record Check is required for this position.

To learn more about the LAS, our vision, Mission and Values, and to find further information about the position, salary, and benefits, please visit https://www.legassembly.sk.ca/about/employment/

If you are interested in this opportunity, please submit a cover letter and resume by 5:00 p.m. (CST) August 14, 2023, to [email protected].

Clearly indicate where and how you have gained the required knowledge and qualifications in your resume or cover letter. Selections for interviews will be based on this information.

Thank you for your expression of interest. Only candidates selected for interviews will be contacted.