Administrative / Events Assistant - Contract

3 months ago

Carleton Place, Canada Township of Beckwith Full time

**TOWNSHIP OF BECKWITH**

**JOB DESCRIPTION**

**JOB TITLE**: Deputy Clerk **APPROVED**: July 4th, 2023

**DIRECTLY RESPONSIBLE TO**: CAO/Clerk

**INDIRECTLY RESPONSIBLE TO**: Council

**PURPOSE OF POSITION**

To provide support in the performance of the statutory duties of the Clerk and assume all of the powers and duties of the Clerk under the Municipal Act or any other Act as necessary and/or in the absence of the Clerk.

**DUTIES AND REPONSIBILITIES**

1. Maintains records of Committee and Council minutes, by-laws, agreements, and other corporate documents.

2. Assists with coordinating information for and after meetings of Council, Committees and other Public meetings. Prepares agendas, reports, resolutions and minutes for the Clerk review and approval.

3. Assists in drafting by-laws and resolutions in consultation with the Clerk.
4. Fulfills the duties of Clerk at Council and Committee meetings as required and in the absence of the Clerk.
5. Researches and performs analysis related to by-laws and municipal legislation and prepares related reports as required by the Clerk.
6. Prepares correspondence, reports, by-laws; proofread documents, editing as required.
7. Provides secretarial duties to various municipal committees/boards as delegated by the CAO.
8. Assists with the coordination of advertising, communications and publications for the

Corporation.
9. Responsible to maintain and update the Township website and assist with social media platforms.
10. Undertakes special projects as assigned.
11. Assists with all aspects of records management and retention.
12. Provides support to the “Head” under the Municipal Freedom of Information and

Protection of Privacy Act.
13. Acts as Commissioner of Oaths.
14. Provides support to the Clerk to ensure compliance with the Accessibility for

Ontarians with Disabilities Act and its regulations.
15. Acts as Lottery Licensing Officer, administer the rules and regulations as set forth by the Criminal Code of Canada, Order in Council, Gaming Control Act and the
Alcohol and Gaming Commission of Ontario.

16. Fulfills the duties of Deputy Returning Officer and assists the Returning Officer with conducting municipal elections in accordance with the Municipal Elections Act.

17. Assists with developing new procedures and solutions to promote efficiency and effectiveness.

18. Performs an administrative role in the Emergency Operation Centre and in accordance with the Emergency Plan.

19. Assists the Clerk with the coordination of municipal events and activities for the
Township.

20. Performs other duties as assigned by the CAO/Clerk.

**SKILL AND EFFORT**
- Knowledge of related legislation such as Municipal Act 2001, Municipal Freedom of

Information and Protection of Privacy Act, Elections Act, Accessibility for Ontarians with Disabilities Act, Ontario Heritage Act, Drainage Act, Planning Act, and VitalStatistics Act; and demonstrated judgment and ability to critically assess options within the context of applicable legislation to guide decisions.
- Political astuteness, tactfulness and diplomacy, with knowledge of municipal government processes and parliamentary procedures.
- Proficient Microsoft Office Suite and adaptability to program specific software.
- Excellent analytical skills showing good judgement, sound problem solving, and conflict resolution abilities.
- Demonstrated organizational skills to meet strict and time sensitive deadlines.
- Ability to work with personal information and maintain strict confidentiality.
- Ability to work outside regular business hours as required.
- Valid Ontario Class “G” driver’s license.

**WORKING RELATIONSHIPS**

**Internal**

Work requires co-ordination, co-operation or joint effort with Members of Council,
CAO/Clerk, department heads and support staff to accomplish objectives.

**External**

Provides explanations and advice to the public and/or other staff members and
Council and responds tactfully to complaints.

Meets with counterparts in other municipalities and governments to obtain or exchange information.

**WORKING CONDITIONS**

**1. Environment**

Works in office environment, meeting changing deadlines and requirements with interruptions from the public and staff.

**2. Works Schedule**
Hours of Work: 40 Hours per week

Attend evening meetings as required and the occasional requirement to work additional hours to meet peak workload demands.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: $24.08-$28.37 per hour

Expected hours: 40 per week

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

Application deadline: 2024-10-04

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