Deputy Clerk

The City of Port Colborne, located on the south coast of the scenic Niagara Region, Niagara’s Port of Call has found the perfect balance – successful industrial and commercial sectors, comfortable and scenic residential areas, sand beaches, unique culinary choices, the world-class Sugarloaf Marina, fishing, golfing, trails, shopping districts along the historic Welland Canal and an energized festival and entertainment scene that includes live theatre – truly a community that adds to the overall Niagara Experience. A great place to work and raise a family!

The City of Port Colborne is seeking an enthusiastic and highly motivated candidate for the position of Deputy Clerk. The Deputy Clerk assists in fulfilling the statutory responsibilities of the City Clerk, including, but not limited to, Municipal Freedom of Information and Protection of Privacy Act, Municipal Elections Act, Vital Statistics Act, Marriage Act, Drainage Act, etc. The Deputy Clerk provides a broad range of advice concerning legislative and governance matters.

Reporting to the City Clerk, the following outlines the duties and responsibilities of the position:

Issuer of Marriage Licenses in accordance with the Marriage Act and Division Registrar in accordance with the Funeral, Burial and Cremation Services Act and the Vital Statistics Act.
Serves as a Commissioner of Oaths.
Assists in administering the business and lottery licensing of the Corporation.
Assists in the management of the City’s legislative governance processes, ensuring fair, open and democratic practices are followed.
Coordinates the legislative services provided to Council and Committees.
Schedules Council meetings (booking, confirming quorum, ensuring requirements for statutory public notice have been satisfied, etc.).
Prepares and distributes Council and Committee agendas and materials.
Registers delegates and presenters wishing to present during a Council meeting in accordance with the Procedural By-law.
Coordinates audio/visual equipment and assistive listening devices.
Manages the technical preparation, recording, transcription, and distribution of the official decisions of Council.
Updates and keeps record of legislatively required conflict of interest registry.
Prepares correspondence arising out of Council and Committee meetings.
Reviews and approves all By-laws submitted for Council’s approval to ensure correctness and that legislative requirements are satisfied.
Trains staff and Council on use of electronic management system.
Attends Council and Committee meetings.
Implements procedures and policies that ensure the municipality’s statutory and legislative obligations are met.
Develops best practices in public administration.
Monitors and maintains current knowledge of legislative changes.
Manages all aspects of recruitment and appointment of members to the City’s Agencies, Boards, and Committees (ABCs) and other appointed positions (annually and on an as needed basis).
Provides recommendations to Council, staff, chairs, and appointed members on governance and legislative requirements for all of the City’s ABCs.
Coordinates the quasi-judicial functions related to hearings under the City’s Animal Control By-law, respecting appeals of vicious dogs/notice to muzzle orders in accordance with provisions of the Statutory Powers Procedure Act.
Oversees the preparation of statutory notices under the Drainage Act regarding petitions, assessments, reports, maintenance, and hearings.
Coordinates Court Revisions and Drainage Tribunal hearings.
Identifies and retrieves records responsive to access requests, including those in custody of other departments.
Identifies records for which a transfer of the access request is appropriate.
Prepares an index of all responsive records.
Identifies documents subject to mandatory or discretionary exemptions under MFIPPA.
Evaluates need for third party notice(s) and coordinates the provisions.
Maintains ongoing communication with requesters, third parties, and other stakeholders concerning access and privacy requests.
Issues formal decisions regarding the disclosure, severance, or application.
Responds to and investigates privacy breaches, reports same to Office of the Information & Privacy Commissioner, provides statutory notice to victim, identifies methods of containment, identifies and oversees the implementation of corrective action, prepares and submits final report to the Office of the Information & Privacy Commissioner.
Coordinates the receipt and registration of insurance claims and litigation filed against the City.
Oversees the management of claim records and the Legislative Services Division section of the Insurance Claims Database.
Oversees the receipt and opening of all public Requests for Proposals and tenders, in accordance with the City’s Procurement By-law and the standard operating procedures of the Clerk’s Division.
Manages the City’s Authorized Requester Agreements with the Ontario Ministry of Transportation for the purpose of accessing confidential driver’s licence information through the Authorized Requester Information Services (ARIS) database for parking ticket purposes.
Serves as the Risk Management and Liaison Officer in the City’s Emergency Operations Centre (EOC)
In the absence of the Clerk, supervises Legislative Services staff.
In absence of the City Clerk acts as the statutory officer of the municipality and serves as one of two statutory signing officers of the Corporation.
Serves as the City’s Deputy Returning Officer in accordance with the Municipal Elections Act, 1996 to assist in the coordination and implementation of all aspects of municipal elections, by-elections, and referenda, and ensure readiness to administer an open, fair and accessible election whenever required
Other duties as assigned

The ideal candidate will have:

University Degree in Public Administration, political science, business administration, or related discipline.
At least two years of increasingly responsible experience within a municipal clerk’s environment.
Broad knowledge of municipal administration, parliamentary procedure, municipal elections, licensing, corporate records/information management, and customer service.
Working knowledge of the Municipal Act, 2001, Municipal Freedom of Information and Protection of Privacy Act, Municipal Elections Act, 1996, and other applicable statuses and regulations.
Excellent written and verbal communication skills, and attention to detail.
Strong problem-solving and critical thinking skills with the ability to analyze information and exercise judgement and discretion when implementing solutions (under the direction of the City Clerk)
Political and organizational awareness and skills to effectively manage interactions with various internal and external contacts with tact and discretion. Ability to ensure integrity, impartiality, and professionalism in the conduct of duties.
Ability to attend evening meetings on a regular basis.
Valid G Driver’s license.

For more details, please see the Job Description here

This is a full-time permanent position with a salary range of $87,446.00 - $102,300.00 for a 35 hour week, and comes with a comprehensive compensation package including Benefits and Omers Pension Plan.

To confidentially explore this exciting and challenging opportunity, please submit your resume and cover letter quoting Competition #2024-45 by 4:00 pm, on June 19, 2024 to:

66 Charlotte Street, Port Colborne, Ontario L3K 3C8 or by e-mail to: hr@portcolborne.ca

We thank all those who apply but advise that only those applicants selected for an interview will be contacted. The City of Port Colborne is an equal opportunity employer.

Accommodations are available for all parts of the recruitment process. If contacted for an interview, please advise the Human Resources staff of any measures you feel you need to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Personal information is collected under the authority of the Municipal Act, 2001 (S.O. 2001, c.25) and will be used to select a candidate.