The Temporary Full Time - Deputy Clerk provides administrative support to the Clerk, Members of Council & Committees, having all statutory and legislated duties of a Clerk under Section 228(1). Included within these legislative responsibilities are duties associated with creating the official records of all meetings through agendas and minutes, by-laws, resolutions and all other materials and documents related to the Municipality. The Deputy Clerk is responsible for researching and drafting By-laws, commissioning oaths, performing civil ceremonies (where necessary), and acting as recording secretary for Council and Committees. Responsibilities of the position include preparing and distributing both open and closed meeting agendas and minutes, handling sensitive political issues and public concerns, researching and compiling background information, arranging meetings, appointments and conferences. This position is also responsible for licensing, including but not limited to: business licensing, marriage, lottery, taxi, animal control, etc. This position is also required to assist with the preparation and implementation of the Municipal Election, Corporate Privacy Compliance and Corporate Records and Information Management.

Responsibilities:

• Oversee the Municipal Governance Department in the absence of the Town Clerk.
• Carry out any responsibilities of the Clerk in his or her absence, as required.
• Be appointed as Deputy Division Registrar under the Vital Statistics Act

• Respond to inquiries or otherwise communicate with the public, local government or other agencies, as required.
• Manage the retention and retrieval of Closed Session minutes and the retention and retrieval and destruction of any other confidential documents.
• Responsible for the maintenance of the municipal records management system in accordance with the records retention by-law and policies and procedures as set by Council and Administration. Responsible to provide guidance and direction for the continual improvement of the records management system, including the development of policies. Assisting, as required, with the retention, retrieval and destruction of all documents and records of the Town.
• Provide direction and supervision, in the absence of the Clerk, to office support staff regarding council services, licensing and cemetery administration.
• Prepare and present reports to Council as directed or required.
• Prepare and appropriately distribute Agendas, act as Recording Secretary at Regular and Special Meetings of Council; prepare corresponding Minutes; publish all required notices; and carry out all required communications and filings related to these meetings.
• Organize accommodation and travel and register attendance of Council members at Conventions and Conferences, Educational Courses and Local Events, when required.
• Liaise with various committees including training of staff, committee chairs, provide advice and ensure compliance with the procedural by-law & terms of reference, complete report to Council for vacancies, post vacancies on Town website and local newspaper
• Attend meetings of Council and Committees of Council to provide procedural advice, when required
• Alternate Community Control Group Member – Emergency Operations Centre
• Perform all other duties as delegated or otherwise assigned by Town Clerk.

Qualifications

Education:

• Minimum three (3) year College diploma in Records Management or University degree in public administration, political science, business administration, library science or related field. Preference will be given to those applicants with a diploma / degree in Records Management.
• Completion of the AMCTO Municipal Administration Program, or willingness to complete the same, required.
• Completion of a Parliamentary Meeting Protocol Course, or willingness to complete the same, required.

• Certified Records Management Certificate is an asset.

Experience:

• 3 to 4 years' experience working in a government environment, municipal experience preferred
• Experience with eSCRIBE agenda software, considered an asset

Knowledge:

• Knowledge and demonstrated application of agenda preparation and Council meeting protocols, parliamentary procedures, and minute taking
• Knowledge of and demonstrated application of MFIPPA, AODA Integrated Standards, Municipal Elections Act and other applicable legislation
• Demonstrated advanced computer knowledge in MS Office, Outlook, Adobe
• Demonstrated knowledge and application of municipal government processes
• Demonstrated knowledge and application in the maintenance and safe-keeping of official records and documents

Skills:

• Demonstrated ability to interpret by-laws, legislation, policies and procedures
• Demonstrated ability to record accurate meeting minutes
• Demonstrated strong written communication and report writing skills
• Demonstrated ability to prioritize competing and tasks and changing priorities, work independently, and work under pressure to meet deadlines
• Demonstrated strong time-management and organizational skills with a keen sense of accuracy and attention to detail
• Demonstrated political acuity and awareness
• Demonstrated commitment and ability to maintain strict confidentiality and security of confidential information
• Demonstrated above average customer service and communication skills with the ability to consistently remain calm and professional in all interactions

Leadership Responsibility:

• Council members
• Municipal Governance Department staff

Working Conditions

Works within an office environment with office hours being 8:30 am – 5:00 pm (40 hours per week).This position requires regular attendance at council meetings and other after hour meetings.

Wage Rate

$56,160- $93, 886

All applications are appreciated however only those selected for an interview will be contacted.

Accommodations under the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) will be provided upon request.

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