Description

Our team is highly skilled, passionate about our community, and we care. Let’s grow together.

Temporary Legislative Services Clerk

(anticipated for a period of up to one (1) month)

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to almost 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.

By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

The Legislative Services Clerk is responsible for:

• serving as Town Hall’s primary in-person, telephone, and email customer service access point for inquiries, including operation of the Town Hall’s telephone switchboard;

• greeting members of the public and visitors to Town Hall, directing customers to appropriate contacts or meeting areas;

• preparing and sending outgoing mail and coordinating the interoffice courier service on behalf of the Corporation;

• issuing a variety of licences and permits, including marriage licences, film permits, special event permits, liquor licence permits, and special occasion permits;

• creating and maintaining interested party lists, preparing and distributing correspondence on behalf of the Office of the Town Clerk and the Town’s Committees and Council, and coordinating the by-law execution and registration process;

• issuing death registrations, preparing invoices for funeral homes, completing data entry related to the death registration process;

• eligible for appointment as a Commissioner for Taking Affidavits for the purpose of certifying documents as true copies and administering oaths;

• creating and consolidating Corporate legal files, intaking and completing initial processing of insurance claims, construction lien claims, and freedom of information requests;

• undertaking general administrative duties within the Office of the Town Clerk including inventorying and ordering supplies, assisting with research projects, and assisting with municipal elections; and

• various other duties as assigned.

Who You Are

Our team is looking for an enthusiastic, solutions-oriented team player who brings a positive attitude, takes initiative, and thrives on a high performing team. You use your organizational skills and abilities to plan, initiate, organize and prioritize work, and to deal effectively with multiple projects/demands, conflicting priorities, pressures and deadlines.

You clearly convey your thoughts, both in writing and verbally. You listen attentively and ask questions for clarification and understanding. You build effective relationships with all people; up, down and sideways, inside and outside of the Corporation. Using sound judgment, you demonstrate tact, diplomacy and sound discretion when working with a broad range of stakeholders.

What You Bring To Our Team

• a two (2) year college diploma or a university degree in public administration or political science;

• minimum of two (2) years of experience in a Legislative Services environment;

• possess, or are working towards completion of AMCTO’s Municipal Administration Program certificate;

• possess, or are working towards completion of post-secondary training in customer service;

• knowledge of the Municipal Act, the Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act, and various other pieces of municipal-related legislation;

• advanced computer proficiency, including a strong knowledge of the MS Office Suite and database software; and,

• detailed knowledge of electronic agenda software and document management systems.

What We Offer You

• Salary: $28.52 - $35.67 per hour (Band F)

We are an Equal Opportunity Employer