Deputy Regional Clerk
2 weeks ago
**Division**:
Clerks Office
**Job Summary**:
Reporting to the Regional Clerk, the Deputy Regional Clerk is responsible for the full range of customer-oriented services supporting the legislative process including agenda and meeting management and for directing the support of meetings of Council and its Committees. The incumbent will serve as Acting Regional Clerk in their absence. The Deputy Clerk is also accountable for providing leadership and effective management of divisional programs of the Clerks division.
**Education**:
- Post-secondary degree in Public Administration, Information Science, Business, Political Science or related discipline.
- An equivalent combination of education and experience may be considered.
**Knowledge**:
- 8 years of progressive experience in a government or municipal Clerks setting.
- Several years of leadership and/or management experience is preferred.
- Thorough working knowledge of municipal functions and responsibilities, applicable legislation (Municipal Act, MFIPPA, by-laws, AODA), Council and Committee procedure.
- Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity and confidentiality, political acuity.
- Strong report writing, research, analytical and project management skills.
- Professional qualification in a related discipline such as CMO or CMM designation
**Responsibilities**:
**_ Accountable for the provision of administrative, recording and procedural advice regarding Regional Committees and assists the Regional Clerk with Council related functions: (40% of time)_**:
- Develops annual meeting schedule of Council and Standing Committees.
- Assists with agenda preparation for Council and all Committees of Council and ensures distribution to members of Council, staff, members of the public and media.
- Attends all meetings of Regional Council and assigned Committees of Council, including closed sessions, for the purpose of interpreting and recording the proceedings.
- Supervises and directs staff in the preparation and distribution of all Committee agendas and reports, correspondence, meeting outcomes, presentations, minutes, reports, and motions.
- Prepares draft Council meeting minutes ensuring accuracy based on complex reports and deliberations, including closed session deliberations.
- Prepares follow-up correspondence pertaining to items considered and/or approved by Council.
- Accountable for posting of Council and Committee agendas, reports and minutes on the Regional website.
- Provides research and interpretation of technical reports and decisions to members of Council, Senior Management and the public.
- In concert with and with direction of the Regional Clerk, provides independent information, assistance, interpretation and advice to the Regional Chair, members of Council, senior management, area municipalities, and the public on Regional procedures and processes, matters and records of Council, and related legislation.
- Prepares divisional reports and makes presentations to Council and Committee.
- Interprets correspondence forwarded to the Regional Corporation and Council through the Clerk’s Office and routes the correspondence to the proper Committees and Regional officials, including the Regional Chair, Chief Administrative Officer and department Commissioners.
- Coordinates the booking of meeting rooms for Council and Committee ensuring rooms are prepared, audio-visual equipment is available, displays and materials are distributed to ensure a professional meeting environment.
- Assists the Regional Clerk and staff of the Chair’s Office in organizing official receptions (such as the Inaugural Meeting) hosted by Regional Council.
- In collaboration with the IT Solutions; plans, develops and implements Council and staff training in the use of technology supporting the legislative process (e.g. eScribe).
- Leads research for the Regional Clerk, Councillors and others, liaising with officials of other departments, agencies, boards, and commissions to receive and to transmit this information.
- Carries out all of the functions of the Regional Clerk pursuant to section 228 of the Municipal Act, 2001, in the Regional Clerk’s absence, including all statutory responsibilities, act as signatory on official documents.
**_ Lead and manage programs, including developing service delivery strategies, client engagement strategies, functional planning/design, administration, customer service and day-to-day oversight of assigned functions. (25% of time)_**:
- Develops, implements and evaluates, with the Regional Clerk, divisional business policies and procedures to ensure efficient operation of the division; develops and maintains benchmarking, service standards and performance measures.
- Implements corporate strategies as they pertain to the program areas and ensures compliance by staff.
- Develops short and long-range strategies to manage programs.
- Develop service delivery objectives, policies and procedures t
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