Opportunity Notice - Deputy Clerk

Posting Date: March 13, 2025
Job Type: Full-time, Permanent
Work Location: Town Hall
Salary: $75,873 - $89,262
Hours: 35 hours per week, Monday-Friday

Reporting to the Town Clerk, the Deputy Clerk is a key player in the delivery of Secretariat Services for Council and Committee meetings. The position shall perform the statutory duties of the Municipal Deputy Clerk under the Municipal Act where required, and any other Act as appropriate, to ensure effective and efficient delivery of key services to Town clients.

The primary responsibilities for this position include (but are not limited to) the following:

• Performs the statutory duties of Deputy Clerk pursuant to the Municipal Act or other Acts.
• Performs the Council secretariat function including assisting with the preparation of agendas for Committee/Council meetings, ensuring that all background information is organized and provided including reports, policy advice, correspondence and other material that support agenda items for Council’s consideration.
• Conducts research, drafts policies/procedures, drafts by-laws and resolutions, formulates recommendations, and provides advice and guidance to senior staff and Council.
• Coordinates and supports the administration of the Council secretariat function including minute taking and distribution, ensure that Council’s decisions are communicated to all parties who have an interest in the decision; i.e. staff, ratepayers, other municipalities, agencies and others, execute agreements, contracts and by-laws on behalf of the Corporation as required by statute.
• Responsible for supporting the administration of Municipal Elections in the capacity of Deputy Returning Officer under the Municipal Elections Act, or as may be required in the Clerk’s absence.
• Responsible for supporting records management of all corporate documents including: by- laws, resolutions, agreements, deeds, agendas, minutes, and other documents that are required to be kept under the Clerk’s control on behalf of the corporation.
• Help manage and coordinate activities related to the Town’s Municipal Cemetery Administration.
• Support administration of the Town’s Electronic Records Management System (TOMRMS/FileHold).
• Participates in the effective administration of the corporate records management system including the Records Retention bylaw that governs management and destruction.
• Assists in the administration of matters under the Municipal Freedom of Information and Protection of Privacy Act.
• Acts as the Local Deputy Division Registrar of Vital Statistics, Commissioner of Oaths, affidavits, etc.
• Acts as Secretary and resource person to Committees and Council as assigned.
• Perform regular performance reviews when required and engage in ongoing feedback.
• Interprets Procedure By-law, as well as other by-laws and keeps up to date.
• Researches and prepares staff reports to Council or Committees, on recommended new policies, by-laws, and internal policies, etc.
• Supervises the activities of the Town’s Crossing Guard program, part-time or temporary secretariat staff, consultants and students.
• Coordinates the feedback, request for service and complaint management functions including the Access e-11 system;
• Liaises with various departments, agencies and the public to resolve corporate issues and exchange pertinent information.
• Help coordinate and provide administrative support for other departments as assigned.
• Respond and resolve complaints within the jurisdiction of the Clerk’s office mandate.
• Act in the absence of the Town Clerk in all respects.
• Works in accordance with applicable Provincial and Municipal legislation including the Ontario Occupational Health and Safety Act, and will work consistently with the corporate strategy, policies and procedure of the Town relevant to the work.

The successful candidate will have a minimum of:

• 3 year diploma or degree in Public or Business Administration, Political Science, Law, related field or an equivalent educational background.
• Minimum six (6) years or more of relevant work experience may be accepted combined with a relevant formal educational background in lieu of 3-year education stipulated.
• CMO and/or AMP designation preferred (or ability to acquire within a reasonable and specified timeline.)
• Minimum four (4) years progressive experience in municipal government including at least three (3) years in a secretariat services position preferably with some supervisory responsibilities and responsibility for administrative functions.
• Direct experience working with and writing administrative policies and procedures.
• Demonstrated knowledge of administrative procedures, and corporate records management systems.
• Demonstrated knowledge of municipal government processes and administration, Council and Parliamentary procedure, municipal law and the Municipal Act.
• Working knowledge of providing customer services and being able to assess needs to meet effective service delivery standards.
• Demonstrated ability to use reliable judgement and analytical problem-solving skills, and work in a confidential environment.
• Detail orientated and ability to compile research and information.
• Capable of strong writing skills to prepare concise reports, correspondence, and policy.
• Strong verbal communication, presentation, and diplomacy skills.
• Ability to work independently and in a management team environment.
• Must have strong work ethic and be able to maintain standards of conduct and provide leadership, direction, and motivation to staff in a consistent and fair manner.
• Excellent customer service/interpersonal skills and possess cultural and political awareness.
• Highly organized with a demonstrated ability to prioritize, coordinate work schedules, handles multiple projects and competing demands, and meet deadlines.
• Proficient computer skills and ability to use a variety of software applications including word processing, spreadsheet, presentation, cemetery software, and records management systems.
  • Ability to work irregular hours, and evenings to attend Council and Committee meetings as required.