Deputy Clerk

Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.
The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.
Come gain a unique experience in the 2nd fastest growing municipality in Canada
**Position Summary**:
Reporting to the Town Clerk, the Deputy Clerk provides support with the performance of the statutory duties of the Clerk, as set out in the Municipal Act, 2001 and other related legislation. In the absence of the Town Clerk, the Deputy Clerk assumes the Clerk’s statutory powers and duties.
**Key Duties and Responsibilities**:

- Assist the Clerk with the preparation, research and management of Council and Committee agendas, minutes, reports, municipal by-laws and policies, preparation and circulation of certified resolutions, correspondence and other departmental projects and initiatives, including election duties, as required.
- Act as Deputy Clerk including the statutory powers and duties of the Town Clerk during periods of absence of the Town Clerk.
- Commission/certify documents to provide a service for the public as a Commissioner of Oath on behalf of the Town.
- Coordinate course/seminar/conference registrations as well as accommodation and travel arrangements, including expense report assistance and/or Purchasing Card reconciliations, for Councillors, Deputy Mayor, and the Clerk’s Division training and development.
- Attend all official meetings, ensure room accommodations and accessibility are appropriate and all equipment is functioning properly, and all required meeting material is set out in advance, ensuring copies of agendas are available for members, media and the public at all scheduled meetings.
- Ensure that electronic participation, if permitted, is appropriately functioning prior to the start of the meeting, as well as initiate and end the live-streaming of the meeting if required.
- Assist the Town Clerk in monitoring and administer the Clerks Department budget, Council Budget, and Election Budget. Preparation of monthly P-card reconciliation for the Clerks Department.
- Deputy Registrar under the Vital Statistics Act. Duties include the preparation of Marriage Licenses, and maintenance of Marriage Register and files, for Marriages, Births and Deaths.
- Deputy Issuer under Alcohol and Gaming Commission of Ontario. Duties include the issuance of Lottery Licenses, ensuring eligibility requirements are met and follow-up reporting from licensees is received.
- Coordination of Alcohol and Gaming Commission approvals received by the municipality.
- Responsible for continuous updates of database directories for the municipality i.e., telephone books, Rural Guide for Agriculture, Bruce Grey Information, AMCTO Directory, Scott’s Directories, Mayor Contacts, etc.
- Coordinate Clerk’s Division publication of ads and notices in local newspaper Community Pages, and monitor Clerk’s notices and advertisements placed on the Town’s Public Billboard to ensure current on a weekly basis.
- Coordinate execution of agreements required to be executed by the Mayor and Town Clerk, ensuring Agreement Execution Sign-Off is completed and the Agreement file opened in the TOMRMS system.
- Assist in maintaining Council and Clerk’s Division-related information on the Town’s website.
- Assist the Town Clerk with inquiries and processing Freedom of Information requests in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
- Act as Alternate Secretary Treasurer to the Committee of Adjustment.
- Act as Alternate Scribe under the Town’s Emergency Management Plan.
- Working with the Town Clerk to champion the updating of the current Records Retention By-law for the Town of The Blue Mountains and monitor and initiate subsequent updates, including maintaining records for archived files, and retrieval for staff, as may be necessary.
- Provide administrative support to the Clerk’s Division, including:

- Developing general correspondence
- Filing of letters, correspondence, documents, plans pertinent to files.
- Scheduling/calendar functions
- Perform other duties as required, and as may be assigned in accordance with corporate objectives.
- Certify bounty claims for payment by the County of Grey to the trapper.

**What you will need**:

- Requires 3 years post-secondary educat