Deputy Clerk

• Mar :51:00 AM
  Close Date
• Mar :59:00 PM
  Position Title
• Deputy Clerk 18 month contract
  Posting Type
• All
  Posting Status
• Active
  Position Length
• Full Time Temporary
  Department Group

• 40
  Department
• Clerk's Office
  Openings
• 1
  Education
• Post Secondary Education
  Experience
• 2 years
  Location
• Corporate Office
  Competition
• HR 21.23
  Salary Range

Reporting to the Director of Corporate Services/Clerk, the Deputy Clerk will support the Town Clerk in the performance of their statutory duties as set out in the Municipal Act, 2001 and other related legislation.

This position will co-ordinate legislative support services for Council and Committees of Council and will be responsible for coordinating and maintaining the Corporate Records Management program.

• Completion of a three year program from a community college in communications, business administration or equivalent.
• Two years of related experience.
• Records management experience, including management of electronic records, automated and manual retention/lifecycle processes, preferably in a Municipal Clerks environment.
• Working knowledge of Municipal Freedom of Information and Protection of Privacy Act.
• Municipal Administration Program accreditation or equivalent preferred.
• Working knowledge of records management.
• General knowledge of how to access municipal information and legislation (Municipal Act, zoning, planning, bylaws, etc.) to assists the public in obtaining up to date information they require.
• Strong political acumen, organizational and communication skills.
• Good working understanding of Town policies, bylaws and access to information guidelines.

• Providing administrative support to the Town Clerk
• Under the direction of the Town Clerk, assists with the discharge of the statutory and legislative responsibilities as authorized by Council and set out in Provincial legislation.
• Prepares Council Agendas and attends and records proceedings of Council.
• Responsible for Council meeting followup.
• Maintains the Council followup Report for Senior Leadership Team.
• Supervises the Legislative/Records Management Coordinator including the assignment of work, performance management
• Reviews, develops, and implements policies, procedures, guidelines, programs and practices related to the management of the corporation's official records, including writing reports and presenting recommendations.
• Coordinates the implementation and maintenance of the records management system in paper and electronic formats, providing direction, guidance and assistance to all service areas.
• Administers the Records Management By-Law ensuring that service areas adhere to the policies and procedures associated with the retention and disposal of records.
• Ensure compliance with MFIPPA and develops and implements corporate policies and procedures pertaining to the collection and release of information.
• Manages, investigates, responds to and resolves all questions and complaints under MFIPPA.
• Develops training material and provides inhouse seminars, workshops, and training related to records management and information legislation requirements
• Maintains web site for Clerk's Office.
• Assign bylaw numbers and maintains an electronic listing.
• Serves as Deputy Division Registrar under the Vital Statistics Act.
• Coordinates Zoning By-Law amendment By-Laws for Council including Notice of Passing and Notice of No Appeals.
• Commissioner of Oaths for affidavits.
• Wedding Officiant when time allows.
• Researching and overseeing research by the coordinator and collecting information as requested in support of policy, program, draft reports and bylaw development, implementation and maintenance.
• Acts as Deputy Returning officer with municipal elections.
• In the absence of the Clerk, performs statutory and administrative duties according to the Municipal Act, other acts of the Legislature, statutes, relevant bylaws and procedures.
• Receives requests for delegations for Council meetings, contacts delegates and reviews process in accordance with the Procedural Bylaw.
• Acts as backup to the Town Clerk including the role of emergency management.
• Acts as Staff Liaison for the Accessibility Advisory Committee
• Maintains up to date knowledge of government legislation as it relates to the Town for the purpose of communicating with various committee members and the public.
• Aware of safe work practices relating to job responsibilities and have basic understanding of the Occupational Health & Safety Act as it relates to the work environment.
• Adheres to all policies and procedures for the Town.
• Performs other duties as assigned by Man