Deputy Clerk

Permanent Full-Time (35 Hours per week)

Why Choose Loyalist for Your Next Great Career Opportunity?  Loyalist Township is committed to developing employees who are passionate about making a difference.  We support employees to grow their strengths, and together we will reach our collective full potential as an employer of choice. We offer excellent pay and benefits including a defined benefit pension plan, OMERS. Service to our community, and to each other is what we do.

Loyalist Township is a growing community of over 18,000 residents situated on the north shore of Lake Ontario between the Town of Greater Napanee and the City of Kingston. The Township is a blend of rural and urban areas with a number of smaller hamlets throughout, including its very own island community, accessible by ferry. It is an outdoor-lovers dream, with a Great Lake on the doorstep and beautiful Canadian shield lakes and provincial parks minutes away to the north.  Next door is the historic City of Kingston, which boasts an amazing downtown core right on Lake Ontario, full of excellent restaurants and nightlife offerings.  We are also connected to large urban centres by the 401, with the GTA two hours to the west and Ottawa two hours to the east.

How to Apply: Interested applicants are invited to apply online through our Careers website by 11:59 p.m. on Sunday, March 9, 2025.

POSITION SUMMARY:

This role is an integral part of service delivery to the residents of Loyalist Township and contributes to the achievement of our Strategic Plan, within applicable Council resolutions, by-laws, policies and other legislative frameworks.

The Deputy Clerk will be responsible for a wide range of responsibilities encompassing providing Council and Committee support as directed by the Clerk, managing cemeteries, and supporting the Clerk with regards to statutory duties.

The Deputy Clerk administers a full range of services supporting the Township’s corporate records and freedom of information/privacy program including development and maintenance of the Township’s records and document management and Freedom of Information  (FOI)/privacy strategies.

Responsible for the coordination of the accessibility needs of Loyalist Township in accordance with accessibility legislation including but not limited to the Ontarians with Disabilities Act and the Accessibility for Ontarians with Disabilities Act (AODA) and related legislation.     

RESPONSIBILITIES

• Assist the Municipal Clerk with the discharge of the statutory and legislative responsibilities as authorized by Council and as prescribed in legislation, including but not limited to legislative research, by-laws, records management, Council/Committee management, communication protocols, access to information and protection of privacy matters. 
• Provide supervision, guidance and assigns work to the Customer Service Associate to enhance customer experience.
• Maintain the Records Management Program including the disposition of records; ensuring legislative compliance such as responding to FOIs; reviewing and implementing policies; and supporting and collaborating with departments to achieve records disposition compliance.      
• Manage the administration and coordinates the various activities related to the Township cemeteries including ensuring legislative compliance, reviewing and implementing policies and procedures, by-law, price list, conducting and submitting audits, responding to inquiries from families, funeral directors and general public and residents.
• Coordinate corporate wide accessibility program including the Township’s Multi-Year Accessibility Plan, supports the County of Lennox and Addington Joint Accessibility Advisory Committee (JAAC),  coordinates and Chairs the internal Accessibility Working Group, works with Township staff   with the AODA standards and compliance reporting ensure departments are aware of their AODA responsibilities, research and dissemination of information pertaining to accessibility and preparing reports on accessibility. Proofreading Council and Committee reports and various documents to ensure accessibility. Also reviews reports and documents to ensure accessibility. Providing AODA Customer Service training to new staff, consultants, contractors, and volunteers.
• Lead, support meetings and provides project management for various committees including preparing agendas, conducting research, correspondence and coordinating staff resources.   
• Performs the statutory duties such as Commissioner of Oaths, Issuer of Licenses, solemnizes civil marriage ceremonies, Deputy Division Registrar and Deputy Returning Officer. 
• Performs statutory / regulatory duties of the Township Clerk in their absence.     
• Performs all duties as a Deputy Returning Officer during the Municipal Election such as training staff, developing forms and notices, developing communication plans, organizing information sessions, and managing a voting location.
• 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.

MINIMUM QUALIFICATIONS: 

Education 

• College diploma in a relevant discipline such as Public Administration, Political Science, Business Administration, Law or a related discipline.

Experience 

• Three years progressive experience working in the Clerk’s Division demonstrated knowledge of legislation pertaining to local government, particularly the Municipal Act, Marriage Act, Vital Statistics Act, Alcohol and Gaming Commission of Ontario Act 2019, Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act, Funeral, Burial and Cremation Services Act and Accessibility for Ontarians with Disability Act (AODA), etc.
• Experience assisting in the conduct of the regular municipal election and Council orientation. 

Knowledge/Skill/Ability

• Demonstrated political acuity.
• Strong administrative experience, minute taking, and organizational skills, with the ability to work with accuracy and attention to detail.
• Highly self-motivated with an ability to work independently and in a team environment and to implement and complete projects as assigned with minimal supervision.  
• Knowledge of municipal government processes and parliamentary procedures.
• Strong verbal and written communication skills, with the ability to be professional, concise, and accurate.
• Excellent interpersonal skills to build trust and cooperation; ability to deal with conflicting views with tact and diplomacy, and conflict resolution skills.
• Demonstrated flexibility and organizational skills to meet established deadlines in a dynamic work environment with shifting priorities, multiple demands, and some urgency.
• Ability to make sound and timely decisions under stressful conditions, including the ability to conduct quality research and analysis.
• Strong skills and experience in database management with the ability to work with Information Technology  on problems and/or improvements.
• Computer proficiency in various applications including Microsoft Office, cloud-based software, or other records/electronic content management systems/software. 
• Strong customer service mindset and ability to perform customer service at a role-model level.
• Ability to promote a culture of inclusiveness and work with a diverse population of employees, council, boards and the general public.

Other Requirements

• Possess and maintain a valid Class ‘G’ driver’s license, in good standing and reliable vehicle to use on corporate business.
• Obtain and maintain satisfactory Criminal Record Check (CPIC).

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

WORKING RELATIONSHIPS:

• Internal
  • Daily communication with colleagues throughout the organization.     
• External
  • Occasional communication with Township residents, agencies, community volunteers, service clubs and community groups.

WORKING CONDITIONS:

• Normal office environment working conditions apply as well as working outdoors.
• Will be required to attend programs / events / location which may take place outdoors and / or in different facilities. 
• May be seated for long periods (3-4 hours).
• Work hours vary, must be able to work a flexed schedule to equal a 35-hour week to accommodate evening and weekend programming requirements.
• Occasional lifting, carrying, and moving of items may occur.
• The use of a personal vehicle to transport equipment or supplies is required.

Note:  The foregoing is intended to outline the general description of duties and responsibilities for this position.  It is not intended, nor should it be interpreted as a complete description.  Loyalist Township reserves the right to amend this position description at any time.

Loyalist Township values a diverse workforce and looks to attract and retain people who will work together to provide excellent service to our residents, visitors, business partners, and each other. If you are looking for a rewarding opportunity to work with a team of professionals dedicated to promoting the quality of life and prosperity of our community, come join us!

In accordance with the Accessibility for Ontarians with Disabilities Act, Loyalist Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process.  Please contact the Human Resources team  or 613-386-7351 ext. 149 if you require accommodation.