Deputy Clerk

This position is open due to an upcoming vacancy.

Position: Deputy Clerk

Salary: Grade 8C, Non Union ($92,019 to $107, rates)

Reports to: Municipal Clerk

Purpose of Position:

Reporting to the Municipal Clerk, the Deputy Clerk is responsible for the development and administration of the Licensing, Vital Statistics and Records Management programs as part of the Legislative Services team. The Deputy Clerk will be responsible for records and information management, including the development and implementation of a comprehensive records and information management program for all departments in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). In the absence of the Municipal Clerk, this position will act in the official capacity of the Municipal Clerk fulfilling the statutory obligations and duties of the Clerk, as prescribed in applicable legislation.

The Deputy Clerk is also responsible for training, supporting and assisting with issues management for the electronic agenda management software for all staff and Municipal Liaisons to boards and committees, as well as the production of confidential closed session agendas.

This position demands an experienced professional willing to take initiative that exercises influence in the workplace with both strategic thinking and high attention to detail, excellent communication skills and the ability to multi-task and work independently.

Qualifications and Experience:

• University degree in Political Science, Public Policy, Public Administration, Library and Information Services or a related discipline or equivalent combination of education and experience
• 3 years supervisory experience
• Experience supervising in a unionized environment would be an asset
• Demonstrated experience in licensing coordination, meeting management, records management (minimum of 4 years)
• Experience using eScribe agenda software and Laserfiche

Knowledge and Skills:

• Excellent verbal and written communication skills along with strong interpersonal and consultative skills
• Excellent time management and organizational skills
• Demonstrated ability to manage politically sensitive issues, including confidential closed session materials
• Strong problem solving, decision making and time management skills
• In depth knowledge and experience using eScribe or similar meeting software
• Proficiency using Laserfiche, permit software, TOMRMS records management system, etc. would be an asset
• Strong understanding of and demonstrated experience with:
• Understanding and developing bylaws, policies and procedures
• Developing and delivering departmental or corporate training

Major Responsibilities:

The following are essential functions for this position. These are not to be construed as exclusive or all-inclusive. Other duties are required and will be assigned as needed.

• Supervise and develop strategy and planning for all records and information management efforts, including:
• In collaboration with the Municipal Clerk, develop and follow organizational standards for records management, while updating with research and best practices from the industry
• Monitor compliance with corporate tools and templates
• Promote a strong records management program within the organization, emphasizing the importance of legislated timelines and confidentiality
• Develop, implement and monitor routine disclosure strategies
• Procure, onboard and manage vendors to support efforts as necessary
• Maintain and update consolidated by-laws
• Supervise the Legislative Services Division lottery licensing program by doing the following:
• Develop and maintain the procedure manual for lottery licensing (AGCO) and lottery permits (OLG)
• Oversee the development and maintenance of the Municipality's online permitting process
• Process eligibility applications (new and annual updates), lottery applications and lottery reports
• Process monthly financial reporting for OLG permits
• Maintain lottery licence files for each applicant
• Prepare quarterly reports for the Alcohol and Gaming Commission of Ontario (AGCO) and the Ontario Lottery and Gaming Commission (OLG)
• Participate in annual meetings with charitable organizations permitted for charitable gaming
• Develop and provide lottery licence training to Division staff
• Gather information and research for reports and procurement initiatives as needed
• Support the development of board, committee and Council agendas by doing the following:
• In collaboration with the Municipal Clerk, develop training materials for Municipal Liaisons
• Troubleshoot issues with the agenda production software
• Regularly attend Council meetings and act as Clerk in the absence of the Municipal Clerk
• Other duties as assigned

Leadership Level:

• Provides functional advice and instructions to staff
• Trains staff in records management, agenda management and other job-related information and practices
• Supervises two full-time Administrative Assistants. These positions also support the Municipal Clerk and the Executive Director, General Counsel
• Assists in performing job interviews and preparing tests and/or questions for same as required
• May act in the absence of the Municipal Clerk on occasion when appointed to do so

Financial Management Level:

• Assists with the development of the budget for the Division
• Monitors financial variances as part of the monthly or quarterly review; monitors and control budgets in conjunction with finance staff
• Prepares and administers budget for projects under direct control including lottery licensing
• Approves expenditures in accordance with approved budgetary guidelines

Interaction Level:

Excellent interpersonal and communication skills to interact with members of Council, staff and the public. Must have proven ability to establish and maintain effective working relationships with a diverse group of stakeholders and must be able to effectively manage multiple projects concurrently.

Internal

• Daily contact with support staff
• Regular contact with division staff, synergy teams and Municipal Liaisons

External

• Regular contact with lottery groups and residents
• Occasional contact with individuals in other levels of government and municipalities
• Occasional contact with outside contractors/professionals/vendors for obtaining and exchanging information

Physical and Mental Effort:

• Sitting, standing, walking, keyboarding
• Lifting up to 10 kgs periodically

Working Conditions:

Environment

• Works within an office environment but may attend other work environments to perform duties including other municipal facilities
• Manual dexterity to operate computer and office equipment
• Some travel may be required

Control over Work Schedule

• Office hours being 8:30 AM to 4:30 PM (35 hours per week)
• Will be required to attend Council and Committee meetings after office hours
• Work is subject to deadlines and may be required to work overtime to handle workload. Some weekends and evenings.
• Works in a high-profile position with the requirement to juggle priorities, deal with frequent interruptions and changing demands during the course of a working day while maintaining a pleasant, professional and positive demeanor
• Lieu time is capped at 35 hours per year

Updated: November 2025

Core compentencies

Communications Customer Service Diplomacy

Tact & Discretion Confidentiality Policy Development

Creativity Research Problem Solving

Teamwork Prioritization Organizational

Attention to detail