Deputy Clerk

**Position Details**:
**Current Rate of Pay**: Min = $36.68/hr, Max = $42.51/hr
**Employment type**: Full-time Permanent
**Hours of work**: 35 hrs/week
**Work location**: Head Office
**Division**: Corporate Services
**Business unit**: Clerks Office
**Travel**: 5%
**Remote Work**: Hybrid

**About TRCA**:
With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides.

TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development.

**How you will contribute as part of the TRCA team**:
The Deputy Clerk, Policy provides administrative and secretariat support to the Toronto and Region Conservation Authority (TRCA) Board of Directors, Executive Committee, Toronto and Region Source Protection Authority (TRSPA), Toronto and Region Conservation Foundation (TRCF), Natural Science and Education Committee (NSEC), Regional Watershed Alliance (RWA) and Partners in Project Green Executive Management Committee (PPG EMC) through an effective governance operating model.

**Major Responsibilities**:

- Prepares and distributes open and closed meeting agendas and acts as the Recording Secretary for Board of Directors, Executive Committee, Advisory Boards and Committees, staff meetings and internal staff committees, using TRCA’s meeting management software.
- Drafts correspondence arising from business arising during TRCA and TRCF Board of Directors, Executive Committee, advisory boards, and internal staff meetings.
- Works with the Clerk to provide procedural advice to Board Members, Senior Leadership Team (SLT), staff, and the public.
- Facilitates Board Members’ inquiries and concerns to appropriate TRCA and/or TRCF staff, while keeping SLT involved as appropriate.
- Develops and implements processes for creating, changing and distributing policies, guidelines and procedures, including the maintenance and review of policy development schedule.
- Assists the Clerk with corporate policy research to determine best practices amongst municipal partners for consideration by Senior Leadership Team
- Reviews and prepares correspondence of corporate policies for distribution to TRCA staff through the Policy Committee
- Supports the Clerk’s Office, Board of Directors, Advisory Boards and Committees in performing policy analysis and research duties as well as special projects, responding to and developing communications for stakeholders.
- Stays current on procedures and by-laws being implemented in TRCA member municipalities.
- Assists the Clerk in updating report listings, policies, procedures, and manuals to align with legislative updates.

**What will you need to succeed**:
Education (degree/diploma/certifications/licenses)
- Post-secondary diploma or degree in Public Administration, Business Commerce, Information Management, or a related field

Experience
- 3+ years of experience providing administrative support.
- Demonstrated experience developing, analyzing and reviewing policies.
- Experience with Roberts Rules of Order for meeting procedures.

Knowledge/Skill/Ability - Competencies
- Knowledge of member councils and conservation authority board rules and regulations
- Experience with Municipal Freedom of Information and Protection of Privacy Act, and the Orders of the Information and Privacy Commissioner governing access and privacy.
- Knowledge of meeting management software (i.e., eScribe) and records retention.
- Discretion in dealing with sensitive and confidential matters with tact and diplomacy.
- Ability to use critical thinking to evaluate problems, gather information, understand causes, and identify best possible solutions.
- Excellent written and verbal communication skills to communicate to various audiences.
- Able to comprehend written documentation and procedural guidelines; skilled in writing clear correspondence (concise, logical, grammatically correct)
- Proficiency in MS Office suite including online software such as MS teams, WebEx, and SharePoint

**What TRCA has to offer you**:
As part of a progressive team you will have the opportunity to make a positive impact to preserving and protecting nature, while maintaining a balance between the natural environment and built environment. Working with experts within our field, you will join a team of colleagues that are committed to TRCA’s core values by demonstrating the following behaviours; integrity, collaboration, accountability, respect, and excellence (icare).

**You will be part of a diverse and inclusive organization that**:

- Makes a positive difference in the communities we serve.
- Fosters high performance and collaborative teams.
- Provides continuous learning and development opportunities.