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SalaryJOB DESCRIPTION
Position Title: Deputy Clerk/Human Resources Coordinator
Updated: January 2024
Reports To: Director of Administration/Clerk
Key Duties, Responsibilities and Expectations
1. Municipal Deputy Clerk
- Performs all statutory duties of Deputy Clerk under the Municipal Act and other Acts in the absence of the Clerk, or as delegated by the Clerk.
- Assists in preparing and issuing agendas and records and issues minutes for all meetings of Council, Committee of the Whole, Police Services Board, and ad hoc Committees, as assigned.
- Acts as Deputy Returning Officer for all municipal elections and by-elections.
- Assist in preparing reports to Council, Committee of the Whole, and other committees, as required.
2. Assist with Council Coordinator
- Assists to coordinate Council Members schedules
- Assists in arranging meetings
- Registering Members for meetings, training, and conferences
- Arranges travel
- Assists in researching and providing information
- Assists in preparing correspondence, proclamations, and reports
3. Human Resources Coordination
- Provides administrative support to the Human Department under the direction of the CAO
- Maintains Human Resources files
- Administers and expands the use of the Human Resource Information System for record keeping, training, and tracking.
- Prepares job ads, screens resumes, coordinates and sits on selection panels
- Preforms reference checks upon request
- Responsible for the onboarding of employees, including arranging of cell phones, computers, configuring phone extensions, ordering business cards
- Coordinating with the Town’s IT provider to ensure new employees are set up with a username, email, and passwords
- Ensures employee orientation and training is up to date and documented
- Enters new hire employee data into the payroll system
- Enters the appropriate data upon termination of employment into the payroll system
- Tracks the completion of performance appraisals
- Assists with ensuring the Town is in compliance with Human Resources related legislation such as AODA, Pay Equity, OH&S, and WSIB from a records management perspective
4. Freedom of Information and Protection of Privacy Act
- Assists the Clerk with requests for information under the Municipal Freedom of Information of Protection of Privacy Act, MFIPPA
5. Council Bylaw and Resolution
- Assist with keeping an accurate record of all by-laws and resolutions passed by Council for research and retrieval
- Assist with keeping a schedule of by-law passage, current status, and last updated
6. Corporate Records Manager
- Assists in the establishment, maintenance, retention, and destruction of all of the Town’s hard copy and electronic records in accordance with the Town’s records management policies and procedures
- Assist in preparing new and revised records management policies and procedures
7. Website, Media and Social Media
- Assists with the maintenance of the Town’s website ensuring compliance with the website governance model, accessibility, and web content writing standards
- Updates the website with agendas, minutes of meetings, announcements, and community events
- Assist with monitoring media coverage and ensures that the Town is well represented
- Assist with the placement of photos, videos, and texts on social media to promote Town events and present Town activities
- Responsible for administrative social media posts
8. Council Special Events
- Assists the Clerk in planning and managing Council events, as assigned
9. Commissioner of Oaths and Affidavits
- Attests to affirmations and swearing of oaths and affidavits by the general public and professionals; ensures that documents are appropriate for a Commissioner of Oaths; verifies identification and notes errors on forms and documents. Collects appropriate fees and ensures receipts are issued.
10. Lottery Licensing
- Assists the Clerk in the review of applications to deny or approve lottery licenses in accordance with Ontario legislation and guidelines.
- Assists applicants with completing applications and submitting reports. Responsible for the maintenance of lottery license records, including the tracking of expiring licenses and overdue reports.
11. Marriage License Issuer
- Reviews applications and supporting documents, verifies IDs and issues marriage licenses in accordance with the Marriage Act and Ministry directives. Explains marriage process in Ontario.
12. Division Registrar
- Assists the Clerk with Division Registrar duties and acts as Deputy Division Registrar in the absence of the Clerk.
13. Marriage Officiant (Optional)
- Solemnizes marriages in civil ceremonies at Town Hall and off-site. Ensures that couples and guests enjoy a dignified, memorable, and joyful occasion.
14. Prescott Cemetery – Administration
- Assists selling, preparing, and coordinating burials
- Follow up duties including internment records, record keeping, and billing
- Responds to requests, concerns, inquiries, and or complaints from the public
- Acts as a liaison with funeral homes for planning of services and communication with third party ground maintenance contractors
- Facilitates winter storage activities
- Tends to on-site requirements and concerns in accordance with cemetery by-laws
- Provides reports to the Prescott Cemetery Board of Management
Education, Experience & Skills
- University degree or college diploma in Public Administration, Business Administration, or a related field, or an equivalent combination of education and experience. Postgraduate qualifications are highly desirable.
- Completion of the Municipal Administration Program through AMCTO
- Formal training in Municipal Administration with 3 years of experience working in a Municipal Clerk’s Office would be an asset
- 3 years of experience working in a municipal environment
- Thorough knowledge of applicable Provincial and Municipal legislation; meeting procedures, including Parliamentary procedures; drafting by-laws, resolutions, agendas, minutes, etc.
- Excellent interpersonal and public relations skills, with a focus on customer service excellence.
- Excellent written and verbal communication skills.
- Valid Ontario Driver’s License.
Working Conditions and Environment
- This position is based at Prescott Town Hall in Prescott, Ontario.
- The position is based on a 35-hour work week
- Normal office hours are 8:30 a.m. to 4:30 p.m., Monday through Friday, however there are extended hours expected to attend Council and Committee meetings outside normal business hours.
Job Types: Full-time, Fixed term contract
Contract length: 20 months
Salary: $30.23-$34.02 per hour
Expected hours: 35 per week
Schedule:
- Evening shift
- Monday to Friday
- Overtime
Application question(s):
- Are you located within Leeds and Grenville?
- Have you completed any or all of the Municipal Administration Program through AMCTO?
Education:
- DCS / DEC (required)
Experience:
- Public Administration: 3 years (required)
Ability to Commute:
- Prescott, ON K0E 1T0 (required)
Work Location: In person
Application deadline: 2024-03-08
Expected start date: 2024-03-08
