Deputy Clerk Temporary Approx. Six (6) Months

Fort Erie bridges big city entrepreneurial opportunities with small-town charm and lifestyle. Quality of life is incomparable with its strong values, a dynamic work environment and easy access to modern amenities complemented by small-town ambience, warmth and welcome. Along with an array of historical sites, natural beauty and beaches, recreational trails, excellent fishing, birding and cycling, and a gateway to Buffalo via the Peace Bridge, Fort Erie has so much to offer!

The Town of Fort Erie is a diverse and welcoming community.  Come join our team of dedicated, professional and committed co-workers and put your mark on something that is exciting and rewarding.  We are recruiting people who share our values of teamwork, respect, honesty and commitment.  Our mission is to lead and serve Fort Erie by pursuing opportunities, leveraging partnerships and managing our resources to achieve prosperity.

The Deputy Clerk will provide technical and team support to the Clerk. They will provide recommendations and proposed solution to the Clerk to address matters related to the Mayor and members of Council. They will also provide general day to day management of the Clerk’s staff. They will ensure work is performed to Town standards and industry best practices while overseeing the management of the Town’s Local Boards & Committees. In addition, they will lead and direct the Corporate Records Management System. 

The ideal candidate will preferably have a degree in Public, Business Administration or a degree in law with a minimum five (5) years related experience. They will be knowledgeable in municipal government administration and structure, and in parliamentary procedures and best practices. The ideal candidate will have the ability to interpret legislation, draft by-laws and legal documents, and organize, lead and motivate staff.

Compensation includes an annual salary of $100,240 – $120,288, plus 4% vacation pay for this non-union position, based on 37.50 hours weekly. The successful candidate is also entitled to enroll in the Ontario Municipal Employee Retirement System (OMERS) pension plan.

If you are looking for an opportunity to learn and grow and promote positive change in a friendly, safe environment, we'd love to hear from you!

Fort Erie: A Community for Everyone

The deadline for receiving applications is 12:00 NOON local time on Thursday, November 28, 2024. For more information and to apply for this position please visit www.forterie.ca.

The Town of Fort Erie is an equal opportunity employer. Accommodation is available to candidates upon request. We thank all applicants for their interest, only those advancing through the recruitment process will be contacted.  Personal information is collected under the Municipal Act, 2001 to determine employment suitability.

Department:          Community Services

Division:                 Legislative Services

Reports to:            Manager of Legislative Services/Clerk

Position Objective

Provide technical and team support to the Clerk; provide recommendations and proposed solution to the Clerk to address matters related to the Mayor and members of Council; provide general day to day management of the Clerk’s staff; ensure work is performed to Town standards and industry best practices; oversee the management of the Town’s Local Boards & Committees; lead and direct the Corporate Records Management System. 

Duties & Responsibilities

1.     Subject to the general direction of the Clerk, lead, direct and coach team of office associates; schedule tasks, assign duties, and ensure work is performed efficiently, accurately, safely, and on time, all in accordance with accepted standards.  Self-directed team work is to be promoted and monitored.

2.     Ensure team members are properly instructed in the performance of their duties; demonstrate work procedures for training purposes when needed, and follow through to ensure team members’ performance.

3.     Exercise the statutory powers and duties of the Clerk under all legislation and by-laws, in the Clerk’s absence, and as the Clerk may otherwise assign, including but not limited to, the operation of the Department, and attend open and closed meetings of Council on behalf of the Clerk as necessary.

4.     In consultation with the Clerk, lead and direct the Corporation’s Records and Information Management function, which includes but is not limited to the management, filing, retention, organization and disclosure of records, including those of a confidential nature, in accordance with Corporation’s policy and the Municipal Freedom of Information and Protection of Privacy Act.

5.     In consultation with the Clerk, oversee the processing of applications and appeals under various statutes (except the Planning Act) and, including but not limited to the Municipal Freedom of Information and Protection of Privacy Act, Drainage Act, and municipal by-laws such Dangerous Dog Appeals under the Animal Welfare By-Law, in accordance with statutory and municipal by-law timeframes.

6.     In consultation with the Clerk, oversee preparation of Council meeting agendas including content, assist Mayor and Council on agenda and procedural matters and advise to staff regarding procedures.

7.     Complete and verify accuracy of Council meeting minutes; oversee distribution.

8.     Provide operational support to the Clerk in the research and preparation of reports, administrative directives, by-laws and agreements; assist with legal matters;

9.     Perform the duties of Deputy Returning Officer in the preparation, coordination, and conduct of the Municipal and School Board Elections.

10. In consultation with, or under the direction of the Clerk, investigate, develop and implement process improvements and special projects for the Department, and in consultation with other Departments as applicable.

11. Investigate customer complaints and remedies wherever possible.

12. Respond to other Departments procedural enquiries, in consultation with the Clerk (where necessary).

13. Ensure interaction between team and customer is polite, tactful and courteous.

14. Ensure the Department’s procedures are implemented and maintained for ready access by the team.

15. Provide general consulting and operational support as directed from time to time.

16. Other tasks as assigned.

Education & Experience

·       Degree in Public, Business Administration or a degree in law preferred

·       Minimum 5 years related experience preferred

·       Knowledge of parliamentary procedures and best practices

·       Ability to interpret legislation

·       AMCTO accreditation(s) or equivalent preferred (or actively working towards completing)

·       Familiarity with requirements under Municipal Act, 2001, Municipal Elections Act, 1996, Municipal Freedom of Information and Protection of Privacy Act, Drainage Act and other municipal-related statutes.

·       Valid driver’s licence

Knowledge

·       Thorough knowledge of municipal government administration and structure.

·       Strong knowledge of computers and software.

·       Strong background in Records and Information Management policies, practices and procedures is preferred.

Skills & Ability

·       Ability to draft by-laws and legal documents

·       Excellent project management skills

·       Excellent meeting management skills

·       Excellent research and execution skills; proven ability to organize, lead and motivate staff; well-developed written and oral communication skills

·       Team building skills

Supervision

Executive Assistant to Mayor/Clerk, Records Management Assistant, Legislative Assistant, other persons providing administrative assistance to the Department from time to time.

Work Demands

·       Frequent contact with the public; occasional contact with the public, local boards and committees outside working hours

·       Assignments beyond traditional work day; evening meetings

·       Frequent deadlines

·       Use of computer programs

·       Occasional heavy lifting, climbing

·       Occasional contact with dust, dirt

·       Errors could seriously impair service to the public, prejudice confidentiality, result in lost or reduced productivity, financial loss, embarrassment, litigation, customer dissatisfaction

Position History

In December 2004, the position of Deputy Clerk in the Clerk’s Department was modified to include the supervision of Municipal Law Enforcement Officers resulting from restructuring in accordance with By-law No. 200-04; In 2006 the position was eliminated following a restructuring and the addition of the Legal Assistant; In 2016, the Legal Assistant / Law Clerk was reassigned to another department. 

In August 2022, the position was reinstated due to increased work demands on the Department. This Job Description was reviewed in August 2022 for AODA compliance, organizational changes and reporting.

This Job Description was reviewed and revised prior to a NU compensation review October 2023.