Deputy Clerk
Permanent Full-Time
35 hours per week
$42.54 – $48.81 per hour
Clerks Department
Join us and help make a difference! At Grey County we work together to deliver essential public services that meet the needs of our communities. Grey County isn’t just a great place to live; its also a great place to work!
We are proud to offer competitive wages and an attractive total compensation package. We support learning and continuous employee development, and champion career progression for our employees. Hybrid work arrangements are available for this position. We value work-life balance, so you can make the most of your career at Grey County, while making the most of your life in Grey County!
Interested applicants are asked to submit both cover letter and resume as one single attachment online at County of Grey | Career Page (careers-page.com) prior to the submission deadline: Friday, November 15, 2024 at 4:30pm.
Purpose
To provide administrative support services to Grey County Council, Committee of the Whole and the various committees and task forces established from time to time by County Council.
To support and assist the Clerk in the fulfilment of statutory duties and attendant operational and advisory duties as defined in prevailing provincial and municipal legislation.
To provide administrative support to staff of the Clerk’s department.
Draft by-laws, resolutions, agendas, and minutes for consideration by Grey County Council.
Responsibilities
Council/Committee Support
• Provides administrative support to County Council, Committee of the Whole and various committees, and task forces of County Council. Responsible for the preparation and distribution of agendas, reports and minutes including closed session material when necessary.
• Review reports submitted by various departments for formatting, accessibility and cross-referencing with other reports or records and ensures that any closed session reports are completed in accordance with the Municipal Act and County policy. Work with others to ensure quality standards are met.
• Attend all meetings and record all resolutions, decisions, and other proceedings of Council; record the name and vote of every voting member on any matter or questions that requires a recorded vote.
• Maintains original copies of all by-laws and minutes of Council or Committee proceedings.
• Ensures meeting room and all required materials are set up in advance.
• Draft or review resolutions for completeness and accuracy in collaboration with department staff and/or Clerk, and provides procedural advice as required.
• Ensure delegations are scheduled as appropriate and all presentation material is included in the agenda package.
• Create database of follow up items from committee/council meetings and forward to Senior Management Team as appropriate.
• Compiles and organizes Council and Committee records in accordance with Records Retention By-law.
• Meal orders for Council/Committees, as required.
• Handles administrative and policy matters with discretion; some issues that transpire are extremely sensitive and confidential.
• Schedules meeting dates for all Council or committee meetings as required.
• Assist in maintaining Council, Committee, and other related information on the County’s website.
• Provides limited, general administrative support and information, as required, to the Warden and individual Councillors.
• Coordinates information to Council that is outside of County mandate but received for information through the Council E-Blast in accordance with the Council-Staff Communication Protocol Policy.
• Prepares correspondence related to resolutions as a result of Council meetings.
• Administers yearly Council and Committee calendar and provides such to Council, staff, media etc.
Fulfils Statutory, Operation and Advisory Duties
• Carries out the statutory requirements of the Clerk, usually when the Clerk is absent. Duties include being a signing officer for the corporation.
• Research and compile data for the preparation of a variety of reports under the mandate of the Clerk’s department.
• Prepares reports, makes recommendations, in consultation with the Clerk
• Provides advice to Council and staff on procedural matters, legislative requirements and/or historical background information.
• Assists in the drafting of by-laws in consultation with the Clerk and members of the Senior Management Team when required.
• Supports staff across all departments with developing staff reports for Council and Committee consideration.
• Provide back up to County Clerk for processing requests under the Municipal Freedom of Information and Protection of Privacy Act and Personal Health Information Protection Act and responding to privacy breaches.
• Assists in the planning, organizing, and carrying out of various special events including Inaugural, Council Information sessions and Council orientation sessions.
• Commission/certify document to provide a service as a Commissioner of Oath on behalf of the County.
• Manages the processes of electronic agendas to streamline and improve the information flow to Council, staff, and the public.
• Maintains a high degree of confidentiality at all times
• Provides public relations services.
• Answers enquiries over the telephone and by personal service in the office.
• Liaise with members of Council, staff, other municipal and government organizations, local businesses, and the public providing advice and information on matters of the administration, policy and operations of the County as required.
Other
• Maintains skills and knowledge at a high level with courses, seminars, and selected reading.
• Fosters and maintains a work environment that promotes staff participation, teamwork, and positive contributions from all departments.
• Coordinates corporate policies and procedures, moving them through the portal.
• Responsible as an employee, for occupational health and safety.
• Responsible for upholding the requirements under the Accessibility for Ontarians with Disabilities Act (AODA) and the Records Retention By-law as they relate to individual employees and completing all required training.
• Other administrative duties as may be assigned.
Working Conditions
Hours of work are based on 35 hours per week. Overtime is required occasionally to cover for peak periods and special circumstances. Some meetings may be in the evening or in other locations throughout the County.
Works in a public office situation and must be accessible to the public and other employees. Deadlines are imposed by Council and Committee schedules and from administrative procedure for organizing information for agenda packages in advance of meetings. Work is subject to interruption and office type distractions. Requires focus for long periods during Council and Committee meetings.
Contacts
Internal Working Relationships
Requirement for ongoing working relations with the Warden, Councillors, Directors, and staff at all levels as a representative of the County Clerk’s office. Both in person and electronically.
External Working Relationships
External contacts include the general public who has enquiries, staff from the lower tier municipalities, and staff in other governmental offices. Both in person and electronically.
Knowledge and Skill
• Degree or Diploma in Public Administration, Political Science or related field or equivalent combination of education and experience with three (3) years of related experience in municipal administration. Completion of the Municipal Administration Program (MAP) through AMCTO is required.
• Completed or working towards an AMCTO designation-Accredited Municipal Professional (AMP), Accredited Ontario Municipal Clerk (AOMC) or Certified Municipal Officer (CMO) is considered an asset.
• Strong knowledge of legislation and parliamentary procedure as it affects the administration of a municipality, and in particular the Municipal Act and acts related to the Freedom of Information provisions. Knowledge of privacy requirements and privacy principles is an asset.
• Strong interpersonal, political acuity, diplomacy, communication, planning, time management and organizational skills including presentation skills and demonstrated ability to anticipate the needs of elected and appointed officials.
• Strong knowledge of office operations and technology, including computer technology. Requires technical computer skills for simple troubleshooting.
• Fluency in creating accessible documents to meet the County’s legal obligations under the Information and Communications component of the Integrated Accessibility Standard Regulation.
• Working knowledge of the functions, operation and business of municipal government and the policies and customs of County Council, Committees and their relationship with staff and external contacts. Secretarial experience in a responsible capacity, including experience in the transcription of minutes is required.
• Requires good attention to detail, organization, and communication skills. Ability to work well in a fast paced environment with people at all levels in the hierarchy and handle the stresses and pressures that are associated with the position with maturity and a positive attitude.
• Ability to work independently with minimal supervision.
Impact of Error
Errors in the organization and timeliness of Committee agendas, staff reports etc. could result in confusion and improper information going before the members of County Council thereby affecting their decisions. Clerical errors can be traced and corrected after duplication of effort. Errors could lead to negative public relations. Also errors could result in sensitive information being dispensed to the public.
Freedom of Information matters improperly carried out or not completed in a timely fashion could give rise to law suits, which would have negative financial repercussions.
Errors in the performance of the Deputy Clerk’s statutory duties could result in serious County government, service and public protection delays that are costly and could possibly result in legal problems for the County.
Lack of follow up of action, or improper follow up, taken by Committees and Council could lead to embarrassment or loss of integrity.
Lack of notification of upcoming meetings could lead to meetings with no quorum thereby postponing potentially timely and important matters.
Improper use of technology to support accessibility as it relates to information and communication may create embarrassment to the County and cost to have the information replicated in an accessible format.
Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.
Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.
While we thank all candidates for their interest, only those selected for an interview will be contacted.
Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.
Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References.
Information for Interested Candidates
Interested applicants are asked to submit both cover letter and resume as one single attachment online at County of Grey | Career Page (careers-page.com) prior to the submission deadline: Friday, November 15, 2024 at 4:30pm.
We would like to take this opportunity to thank all applicants. Only those to be interviewed will be contacted.
Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.
Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.
While we thank all candidates for their interest, only those selected for an interview will be contacted.
Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.
Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References.
