Deputy Clerk/legislative Coordinator

2 months ago

Brockville, Canada Leeds Grenville Full time

**Description**:
**THE UNITED COUNTIES OF LEEDS AND GRENVILLE**

**Deputy Clerk/Legislative Coordinator**

***Permanent Full-Time**

**Start Date: TBD**

**2023 Salary Grid 6: $36.54 - $43.51**

**Location: Brockville, Ontario**

***:
Reporting directly the County Clerk/Manager of Legislative Services, the Deputy Clerk/Legislative Coordinator will be responsible for the oversight of corporate records management, adherence to mandated accessibility and privacy-related legislation, will act as a lead support in corporate policy development and will provide administrative support to the Clerk’s Department and CAO, as needed.

**QUALIFICATIONS**:
**Education, Certification & Licenses**

Post-Secondary Diploma in Business/Public Administration or related field.

**Experience**.
- Minimum three (3) years’ experience in a public sector or legal office environment, preferably in a municipal setting. Direct experience in a municipal clerk’s department is considered an asset.
- Strong knowledge of Provincial legislation relating to municipal functions and responsibilities, procedures and practices related to the activities of Council, the Accessibility for Ontarians with Disabilities Act (AODA), Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Municipal Act and records management.
- Knowledge of the Emergency Management and Civil Protection Act and experience in crisis communications and emergency management is considered an asset.
- Experience related to minute taking and accurately interpreting political decisions.
- Completion of the Association of Municipal Managers, Clerks and Treasurers of Ontario’s (AMCTO) Municipal Administration Program is considered an asset.

**Knowledge **Skills & Abilities**
- Experience leading work teams and projects.
- Working knowledge of The Ontario Municipal Records Management System (TOMRMS) classification system and electronic records management systems will be considered an asset.
- Demonstrated organizational skills with attention to detail and ability to meet deadlines.
- Proficient in Microsoft 365 including Outlook, Word, Excel, PowerPoint, and SharePoint. Experience with eScribe Meeting Management software and Adobe Acrobat Pro considered an asset.
- Ability to work well in a team environment and to function well with mínimal supervision.
- Well-developed research, analytical and technical skills.
- Excellent verbal and written communication skills and comfortability with making presentations and public speaking.
- Ability to establish effective working relationships with various levels of staff and members of Council, committees and community stakeholders.
- Ability to exercise discretion, good judgement, diplomacy and confidentiality.
- Possess and maintain a valid, unrestricted Ontario Driver’s Licence (minimum Class “G”) and have access to a personal vehicle.

**KEY POSITION RESPONSIBILITIES**:

- Perform the responsibilities of the position within the legislative and regulatory standards set out in the applicable federal and provincial legislation, including the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, and any other Act, and municipal by-laws. Perform the responsibilities of the position consistent with the policies of the United Counties of Leeds and Grenville.
- Lead and co-ordinate research and development of by-laws, policies, and procedures on various topics and projects across multiple departments.
- Develop, organize and lead training and development sessions for staff and members of Council in relation to corporate policies, records management, emergency management, and other areas as directed by senior management.
- Assist with the development of new procedures and solutions to promote efficiency and effectiveness and in response to changing legislative requirements and regulations.
- Develop and maintain templates for the consistent development of policy and procedures.
- Oversee the organization and maintenance of the corporate records management program and digital information systems.
- Oversee the organization’s Emergency Management Program administration and perform other duties as assigned related to emergency management and preparedness.
- Ensure documents are prepared in an accessible format and remediate inaccessible documents in accordance with requirements of the Accessibility for Ontarians with Disabilities Act.
- Provide administrative services to the Warden, Council, Committee Members, Chief Administrative Officer and County Clerk, ensuring the highest level of professional standards are met and maintained.
- Effectively and properly handle details and correspondence which may be of a confidential nature.
- Assist with providing a range of administrative services to Council and Committees, such as preparation of public notices, agendas, motions, by-laws, minutes and correspondence.
- Attendance at meetings of Council and Committees is required.
- Assist in res

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