Deputy Clerk/hr Coordinator

**JOB DESCRIPTION**

**Position Title**:Deputy Clerk/Human Resources Coordinator

**Updated**:January 2024

**Reports To**: Director of Administration/Clerk

**Key Duties, Responsibilities and Expectations**

**1. Municipal Deputy Clerk**
- Performs all statutory duties of Deputy Clerk under the _Municipal Act _and other Acts in the absence of the Clerk, or as delegated by the Clerk.
- Assists in preparing and issuing agendas and records and issues minutes for all meetings of Council, Committee of the Whole, Police Services Board, and ad hoc Committees, as assigned.
- Acts as Deputy Returning Officer for all municipal elections and by-elections.
- Assist in preparing reports to Council, Committee of the Whole, and other committees, as required.

**2. Assist with Council Coordinator**
- Assists to coordinate Council Members schedules
- Assists in arranging meetings
- Registering Members for meetings, training, and conferences
- Arranges travel
- Assists in researching and providing information
- Assists in preparing correspondence, proclamations, and reports

**3. Human Resources Coordination**
- Provides administrative support to the Human Department under the direction of the CAO
- Maintains Human Resources files
- Administers and expands the use of the Human Resource Information System for record keeping, training, and tracking.
- Prepares job ads, screens resumes, coordinates and sits on selection panels
- Preforms reference checks upon request
- Responsible for the onboarding of employees, including arranging of cell phones, computers, configuring phone extensions, ordering business cards
- Ensures employee orientation and training is up to date and documented
- Enters new hire employee data into the payroll system
- Enters the appropriate data upon termination of employment into the payroll system
- Tracks the completion of performance appraisals
- Assists with ensuring the Town is in compliance with Human Resources related legislation such as _AODA, Pay Equity, OH&S, _and _WSIB _from a records management perspective

**4. Freedom of Information and Protection of Privacy Act**
- Assists the Clerk with requests for information under the Municipal Freedom of Information of Protection of Privacy Act, MFIPPA

**5. Council Bylaw and Resolution**
- Assist with keeping an accurate record of all by-laws and resolutions passed by Council for research and retrieval
- Assist with keeping a schedule of by-law passage, current status, and last updated

**6. Corporate Records Manager**
- Assists in the establishment, maintenance, retention, and destruction of all of the Town’s hard copy and electronic records in accordance with the Town’s records management policies and procedures
- Assist in preparing new and revised records management policies and procedures

**7. Website, Media and Social Media**
- Assists with the maintenance of the Town’s website ensuring compliance with the website governance model, accessibility, and web content writing standards
- Updates the website with agendas, minutes of meetings, announcements, and community events
- Assist with monitoring media coverage and ensures that the Town is well represented
- Assist with the placement of photos, videos, and texts on social media to promote Town events and present Town activities
- Responsible for administrative social media posts

**8. Council Special Events**
- Assists the Clerk in planning and managing Council events, as assigned

**9. Commissioner of Oaths and Affidavits**
- Attests to affirmations and swearing of oaths and affidavits by the general public and professionals; ensures that documents are appropriate for a Commissioner of Oaths; verifies identification and notes errors on forms and documents. Collects appropriate fees and ensures receipts are issued.

**10. Lottery Licensing**

**11. Marriage License Issuer**

**12. Division Registrar**
- Assists the Clerk with Division Registrar duties and acts as Deputy Division Registrar in the absence of the Clerk.

**13. Marriage Officiant (Optional)**
- Solemnizes marriages in civil ceremonies at Town Hall and off-site. Ensures that couples and guests enjoy a dignified, memorable, and joyful occasion.

**14. Prescott Cemetery - Administration**
- Assists selling, preparing, and coordinating burials
- Follow up duties including internment records, record keeping, and billing
- Responds to requests, concerns, inquiries, and or complaints from the public
- Acts as a liaison with funeral homes for planning of services and communication with third party ground maintenance contractors
- Facilitates winter storage activities
- Tends to on-site requirements and concerns in accordance with cemetery by-laws
- Provides reports to the Prescott Cemetery Board of Management

**Education, Experience & Skills**
- University degree or college diploma in Public Administration, Business Administration, or a related field, or an equivalent combination of education and experience. Postgraduate qualificat