Deputy City Clerk

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.

The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.

We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Deputy City Clerk is responsible to support open and transparent local government through the administration of sound systems and practices, as well as provide oversight to the governance activities of Council Committees and quasi-judicial tribunals. The position researches issues and provides support related to Council governance activities. The position provides a leadership role in bylaw and policy review, drafting and development and board and committee recruitment, and coordinates all City census and election processes.

The Deputy City Clerk is a supervisory role providing leadership and coaching to the Legislative Advisor who supports Council Committees and provides project management support, as well as to temporary employees who take part in legislative projects (i.e. census workers).

This position also acts as a backup to the City Clerk when the City Clerk is away, providing oversight of all City Clerk’s Office’s processes including governance activities of Council.

This position reports to the City Clerk.

This is a permanent full-time position with a salary range of $94,549.00 - $112,385.00. We may use this selection process to fill other related positions with varying tenures.

RESPONSIBILITIES

1. Governance Process
- Undertake research, analysis, and provide support to Council and Administration when dealing with issues as they relate to the City Clerk’s Office.
- Provide expertise and coaching to continually improve Administration drafting skills relating to the creation of council or committee reports, administrative recommendations, and to elected officials in the preparation of motions and notices of motion.
- Clerk Council and Governance and Priorities Committee meetings and provide parliamentary procedure advice to Council, in the absence of the City Clerk.
- Participate in Council and Council Committee agenda preparation.
- Advise and inform Council, committee chairs, staff and the public on current legislative processes, policies, directives in the absence of the City Clerk.
- Provide advice in administrative procedures and natural justice principles.
- Provide advice to members of City Council and Council Committees, in coordination with the City Solicitor, on procedural and legal issues pertaining to provincial statues, City bylaws, agreements, and policies.

2. Legislative Process
- Provide advice to departments on the Bylaw and Policy Development Framework, the framework of processes and procedures used to ensure thorough and effective development and review of the City’s bylaws and policies.
- Plan, implement and maintain a systematic, multi-year review of City bylaws and policies.
- Liaise with departments to ensure timely review of bylaws and policies and that the bylaws and policies are kept up to date.
- Review bylaws and policies from a corporate perspective, demonstrating a clear knowledge of how changes will impact the organization as a whole and residents.
- Provide advice, coaching and conduct training sessions on bylaw and policy drafting.
- Provide advice and recommendations with respect to statutory compliance and consistency with city legislation and plans.
- Research and disseminate legislative and specialized advice as they relate to the duties of the City Clerk's Office.

3. Municipal Elections and Census
- Coordinate municipal elections, ensuring municipal elections are planned and implemented in accordance with the Local Authorities Election Act and City legislation and allot up to 75% of available time in election years (every 4 years, unless by-election required).
- Coordinate the municipal census and supervise census workers, ensuring statutory requirements and enumeration targets are met.

4. Boards and Committees
- Oversee the annual board and committee recruitment process.
- Provide orientation to Council Committees annually.
- Provide expertise on council board and committee functions.
- Provide expertise on the management of the City’s quasi-judicial boards and tribunals.
- Act as the Clerk to the Subdivision and Development Appeal Board and the Community Standards Appeal Committee.
- Provide leadership, coaching and advice to the Legislative Advisor who supports board and committee functions.

5. Supervisory Management
- Provide a high level of coach