Deputy Clerk

**Summary**:
City’s records and privacy program including supervision of a Records and Information Analyst, coordinating and processing requests under MFIPPA, and overseeing the Municipal and School Board Elections.

**Duties and Responsibilities**:

- (These set out the principal functions of the position, and shall not be considered as a detailed description of all the work requirements)._
- Under the guidance of the City Clerk, supports the discharge of the statutory and legislative responsibilities as authorized by Council and set out in Provincial legislation, including but not limited to the Municipal Act 2001, Municipal Freedom of Information and Protection of Privacy Act, Elections Act, Marriage Act, Funeral, Burial and Cremation Services Act, Vital Statistics Act, lottery and business licensing and administration of the City’s animal control services.
- Develops and implements policies, procedures and initiatives related to information access and privacy.
- Responsible for managing and processing formal access requests and coordinating activities to ensure compliance with MFIPPA.
- Oversees the preparation and coordination of Council and Committee Agendas and Minutes of meetings.
- Fulfills the duties of the City Clerk at regular, special and public meetings of Council and Standing and Ad Hoc Committees of Council as required, and in the absence of the City Clerk, and is responsible for the preparation and coordination of agendas and creation of the meeting minutes.
- Acts as Corporate Secretary for St. Catharines Hydro Inc. and is responsible for the preparation and coordination of agendas and creation of the meeting minutes, attends all monthly Board and Special meetings, performs all administrative duties of the Board.
- Coordinates, organizes and supports all responsibilities of the City Clerk with respect to the Municipal and School Board Elections.
- Oversees and supports all records management functions including the management and administration of corporate records, development and implementation of corporate wide content management systems; development, creation and maintenance of records management policies and procedure manuals and corporate policy manuals.
- Oversees and manages administrative and operation functions for the Clerks Division.
- Responsible for the selection, training, supervision, discipline and evaluation of staff including the development and implementation of staff manuals and procedures.
- Ensures staff adherence to Corporate Policy and Procedures.
- Analyzes financial information and supports the development, evaluation and preparation of the annual departmental budget and related quarterly financial reporting including monitoring of revenues and expenditures.
- Researches and collects various sources of information (e.g., legislation, regulations, policies and programs in other jurisdictions, environmental scans, surveys) to support policy and program development, and participates in the department’s policy/program projects as assigned.
- Prepares a range of draft analyses, and policy/program reports, and briefing materials for use by senior management.
- Prepares draft correspondence in response to public inquiries regarding legislation, regulations, policies and proposed policies and initiatives.
- Responsible for performing workplace inspections, conducting safety information sessions, observing employee safety, investigating incidents, correcting safety violations and commending employee health and safety performance etc. including the documentation of these activities.
- Acts in the capacity of the City Clerk in their absence.
- Performs other related duties as assigned.

**Position Requirements**:

- University degree in public administration or related discipline.
- Five (5) years responsible experience in municipal government preferably in a City Clerks Department including supervisory experience.
- Completion of or working towards, a Certified Municipal Officer (CMO) or Accredited Ontario Municipal Clerk (AOMC) designation is preferred but not required.
- Working knowledge of general office procedures, municipal government processes and parliamentary procedures.
- Demonstrated knowledge of related legislation such as Municipal Act 2001, Municipal Freedom of Information and Protection of Privacy Act, Elections Act, Marriage Act, and Vital Statistics Act; and demonstrated judgment and ability to critically assess options within the context of applicable legislation and collective agreements to guide decisions.
- Motivated individual with proven initiative and excellent time management skills.
- Well-developed coaching, supervisory and leadership skills with the proven ability to maintain effective relationships with the public and public officials.
- Professional customer service and communication skills and ability to maintain strict confidentiality.
- The ability to work in a team environment, liaise with key external and internal stakeholders and t