Deputy City Clerk and Accessibility Coordinator

City of Quinte West • Quinte West, ON

3d • CA$93,694 - CA$101,829 • Hybrid

About The Position

The City of Quinte West is seeking a Deputy City Clerk and Accessibility Coordinator to join the Corporate Services department, specifically within the Legislative Services division. This role reports to the Director of Corporate Services and City Clerk. The Corporate Services department provides administrative support to Council and City departments, handles statutory duties for the Clerk's Office (agendas, minutes, by-laws, records, licensing, elections, vital statistics), and manages telecommunications and IT needs. Legislative Services delivers civic services, supports Council and Committee proceedings, manages information, administers elections, issues licenses, and processes MFIPPA requests. This position plays a key role in Council, procedural, governance, elections, records management, and vital statistics matters. It is directly responsible for municipal and provincial licensing, cemetery administration, land transactions, and MFIPPA requests. Additionally, the role coordinates the City's accessibility needs, including the development, implementation, and monitoring of a corporate-wide program in accordance with accessibility legislation like the Ontarians with Disabilities Act and the Accessibility for Ontarians with Disabilities Act (AODA). This position is a Statutory Officer appointed by Municipal By-Law and performs delegated statutory duties of the City Clerk. The role is a contributing team member responsible for daily operations, executing plans, and meeting service standards.

Requirements

• A minimum of a two (2) year community college diploma in Public Administration, Business Administration, Commerce, Political Science, Paralegal, or a related field, or an approved equivalent combination of education and experience.
• Communication and public relations skills as well as a commitment to understanding and meeting customer/community needs.
• Excellent technical skills to create, edit and collaborate on documents.
• Excellent knowledge and adaptability to different software tools that would be used in an office environment including but not limited to email, word processing, spreadsheets, workflow and records and ERP systems.
• Ability to interact effectively with all staff.
• Ability to interpret By-Laws and Regulations.
• A highly developed sense of professionalism, tact and diplomacy.
• Demonstrated respect for confidential and sensitive issues.
• Demonstrated customer service and public relations skills.
• Demonstrated ethical behaviour and business practices.
• The ability to work with a diverse group of individuals in a team environment.
• A commitment to providing high quality, cost effective services to the City and the community.
• Strong organizational skills with the ability to prioritize work in a demanding environment.
• Strong and effective analytical, critical thinking and problem solving abilities.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, critical thinking, and problem solving abilities.
• Ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.
• A minimum of four (4) years of related experience, preferably in a legislative and enforcement function with special emphasis on accessibility related issues, or a related field.
• Experience influencing, leading and coordinating the activities of individuals and groups.

Nice To Haves

• Demonstrated knowledge and experience working with numerous and applicable legislation with superior knowledge of the Municipal Act, Municipal Elections Act, Gaming Control Act and related provincial policies, terms and conditions; Municipal Freedom of Information and Protection of Privacy Act and Provincial Offences Act.
• Understanding of legislative framework affecting records management in municipal government.
• Training in provincially regulated vital statistics and lottery licencing.
• Demonstrated knowledge and understanding of the Ontarians with Disabilities Act 2001, the Accessibility for Ontarians with Disabilities Act 2005 (AODA), the Integrated Accessibility Standards Regulation (IASR), the Ontario Human Rights Code (OHRC) and other provincial and federal legislation impacting persons with disabilities and related legislation.
• Thorough knowledge of current issues facing local government in Ontario, particularly as they relate to the portfolio.
• Certified Municipal Officer (CMO) designation.
• Valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
• The ability to communicate in both English and French.
• Experience working in a legal environment as a Paralegal.
• Direct experience with Municipal Council procedure, governance and municipal election functions.
• Experience and thorough understanding of municipal records management systems and policies.

Responsibilities

• Support the City Clerk’s function as Returning Officer as part of the Municipal Elections process.
• Draft by-laws, corporate policies and staff reports, as required.
• Maintain confidential departmental documents.
• Provide technical advice to Council and senior staff, where required.
• Respond to general inquiries.
• Assist the Manager/City Clerk with Municipal of Freedom of Information requests.
• Assist with special departmental research projects as required.
• Responsible for establishing policies and procedures for the administration of applications as prescribed in accordance with various By-laws of the municipality.
• Liaise with By-Law Enforcement Officers and other departments for the purpose of ensuring ongoing and new licencing conformity.
• Responsible for administration and coordination of City land transactions including road closures, land sales, document registration, lease and land inventory maintenance with the exception being Economic Development land transactions.
• Administration of active cemeteries including reporting to the appropriate Ministry.
• Accountable to ensure that all safety requirements are met by contractors or independent operators.
• The function of a Commissioner for taking affidavits, declarations and the administering of oaths for members of the public where required under any Act in force in Ontario.
• Act as Deputy Issuer of Marriage Licences.
• Act as Deputy Division Registrar for the processing of vital statistics (e.g. birth and death registrations) in accordance with Provincial regulations.
• Perform Civil Marriage Ceremonies under the authority of the Marriage Act.
• Develop, coordinate, update and distribute the Municipality’s accessibility plan in accordance with Provincial legislation.
• Be a stakeholder in all city policy and procedures that have an accessibility component.
• Monitor provincial developments regarding the Ontarians with Disabilities Act (ODA) and the Accessibility for Ontarians with Disabilities Act (AODA) and related legislation including AODA standards and examine municipal implications and requirements for compliance.
• Coordinate the creation and maintenance of a communications strategy and adapt service to new requirements of the AODA.
• Coordinate and act as a liaison between City departments to ensure accessibility legislation is compiled with.
• Ensure that departments are aware of their responsibilities under the AODA and to coordinate training to meet legislative requirements.
• Provide advice to the Municipal Accessibility Advisory Committee with respect to research, report writing, correspondence and other procedural matters.
• Prepare all meeting agendas and materials for the Municipal Accessibility Advisory Committee.
• Assist and monitor Departmental initiatives to ensure progress towards commitments within the Accessibility Plan.
• Research and provide information dissemination to Departments with respect to issues, trends and other technical matters related to the removal of barriers for persons with disabilities.
• Monitor and coordinate the application for potential funding with respect to accessibility projects.
• Prepare reports and presentations on accessibility.
• Act as the Municipality’s main point of contact for accessibility matters.
• Conduct accessibility audits on Municipal facilities, programs, policies and procedures and make recommendations for accessibility upgrades.
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.

Benefits

• OMERS pension plan
• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes: Hybrid work model for eligible positions, Flexible start time for eligible positions, Compressed biweekly work schedule for eligible positions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree