Deputy Clerk (Full Time Permanent Position - New Position) (Non-Union)

Company Description:

Nestled in the heart of southwestern Ontario, the Municipality of North Middlesex is a vibrant and growing community that blends rural charm with modern opportunity. Located less than an hour from both London and Sarnia, and just minutes from the scenic shores of Lake Huron, North Middlesex offers the best of country living with ready access to city conveniences. With a welcoming atmosphere and strong community spirit, we pride ourselves on delivering top-tier municipal services, supporting local business and agriculture, and fostering an inclusive environment where everyone knows their neighbour.  Whether you’re seeking a progressive workplace, an enriching place to live, or a community where your contribution truly matters, North Middlesex is a place to grow, connect, and thrive.

Job Description:

Reporting to the Director of Corporate Services Clerk, the Deputy Clerk provides support with the performance of the statutory duties of the Clerk, as set out in the Municipal Act and other related legislation, and assumes responsibility for the statutory obligations of the Clerk in the absence of the Clerk. and is responsible for assisting with the day-to-day operations of the Clerk’s Department.

Responsibilities:

• In the absence of or as delegated by the Clerk, performs the statutory duties of the Municipal Clerk under the Municipal Act and other Acts.
• Assist the Clerk with the discharge of statutory and legislative duties, including but not limited to the Municipal Act, Municipal Freedom of Information and Protection of Personal Privacy Act, Municipal Elections Act, Accessibility for Ontarians with Disabilities Act, Drainage Act, Planning Act, Accessibility for Ontarians with Disabilities Act and Vital Statistics Act.
• Research and collect various sources of information (e.g. legislation, regulations, policies and programs in other jurisdictions) to support and implement policy and program development.
• Develop and draft policies and procedures to continually improve the effective lifecycle management of the Municipality's records.
• Maintains thorough knowledge of administrative processes and a high-level understanding of the Corporation's records management system, policies and procedures and provides support and direction with administering all records management functions, including training of municipal staff as required.
• Lottery Licensing Officer, ensuring compliance with the AGCO legislation.
• Deputy Marriage License Issuer and Deputy Division Registrar.
• Appointed as the Assistant Secretary-Treasurer for the Committee of Adjustment.
• Commissioner of Oaths and Affidavits.
• Acts as Assistant Returning Officer for municipal elections.
• Provides support with the coordination of council agendas, including minutes of meetings and publishing agendas on the municipal website in accordance with municipal policies and procedures.
• Facilitates electronic meetings of the Council and records minutes as required.
• Facilities registrations for public meetings, including coordinating with other departments and providing support to members of the public who register for electronic meetings.
• Provides support to the Corporate Services Coordinator/By-Law Officer and Customer Services/Licensing Clerk.
• Prepares draft by-laws and reports for the Clerk's approval and prepares follow-up correspondence from Council decisions.
• Act as Committee Secretary for the local School Committee, as well as other committees designated by the Municipality.
• Coordinate the Committee Application process.
• Assists with meeting scheduling, preparation and distribution of agendas and materials for Council/Committee/Board and public hearings; bylaw preparation; distribution of all supporting material, minutes and video recordings, decisions, instructions, and resolutions to Council and appropriate parties.
• Assists with Alcohol and Gaming Commission of Ontario (AGCO) related requests, Ontario Wildlife Damage Compensation Program.
• Provides administrative support to the Director of Corporate Services/Clerk.
• Acts as Secretary to various council committees by preparing agenda packages, recording minutes, drafting reports, and following up on business as required.
• Assists with preparing and circulating a variety of public notices and Planning Act decisions as required.
• Prepares draft correspondence in response to public enquiries regarding legislation, regulations, policies and proposed policies and initiatives.
• Prepares and disseminates public notices as required under various Acts and by-laws.
• Assist in the maintenance of the Municipal Website
• Assist the Drainage Superintendent with Drainage Act matters.
• Assumes duties of Clerk in their absence.
• Performs related and other duties as assigned.

*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs.  In addition, all necessary personal protective equipment must be used and maintained in good condition.

Qualifications:

• University Degree or College Diploma in Public or Business Administration, or related discipline; or an equivalent combination of education and experience.

• Completion of the Municipal Administration Program (MAP) would be an asset.

• Completion of Primer on Planning (OACA) would be an asset.

• Three (3) to five (5) years of related experience, preferably within a Clerk’s Department, including experience supporting municipal elections.

• Experience with the Ontario Municipal Records Management System (TOMRMS).

• Familiar with Parliamentary Meeting Protocol.

• Strong Knowledge of Provincial Legislation relating to municipal functions and responsibilities.

• Knowledge of general office procedure and municipal records management (TOMRMS).

• Excellent oral and written communication and Windows-based computer skills.

• High level of tact, diplomacy and confidentiality

• Working knowledge of software programs (i.e. Microsoft Office Suite, including MS Word, MS Excel and graphics)

• Ability to communicate effectively and to maintain harmonious working relationships with others.

• Must be a self-starter and able to work independently with little supervision.

• Strong customer service orientation.

• Superior organizational and time management skills.

What North Middlesex has to offer:

• A competitive salary range of $90,649 to $106,034 (40-hour work week)
• Vacation entitlement that recognizes previous years of service
• Comprehensive benefits package, with eligibility to enroll in the OMERS pension plan
• Opportunities for ongoing professional development, training and certifications
• A supportive, collaborative, and people-focused work environment
• Access to a Family Employee Assistance Program (EAP)