Legislative Services Coordinator/Deputy Clerk

Perth County•Stratford, ON

10d•CA$77,896 - CA$91,127

About The Position

The Legislative Services Coordinator/Deputy Clerk provides administrative and advisory support across a broad range of functional areas, including Council and Committee secretariat services, Corporate Records Management, the Accessibility program, and duties as an appointed Commissioner of Oaths. The role also provides administrative support for the Emergency Management program and MFIPPA, serves as the administrative lead for the Grant Program and Tree Injury By-Law administration, and provides legal assistant support to the Executive Director of Legal and Corporate Services.

Requirements

Post-secondary university education in a relevant field such as Public Administration, Political Science, Law, Business Administration, or a related discipline.
Completion of the AMCTO Municipal Administration Program (MAP) and Parliamentary Meeting Protocol Course (PMPC), or willingness to complete the same, required.
3 years experience in project management and corporate record holdings in a public organization.
2 year’s experience providing Council/Committee Secretariat support.
Experience with the following legislation required, including but not limited to; the Municipal Act (2001), the Planning Act, the Municipal Freedom of Information and Protection of Privacy Act, the Commissioner of Oaths Act, the Planning Act, the Accessibility for Ontarians with Disabilities Act.
Strong understanding of legal terminology, document formats, and confidentiality requirements.
Excellent listening and recording skills dealing with complex technical information for extended time periods.
Proven organizational, communication, and time management skills (ability to prioritize workload, meet deadlines, be detail oriented and accurate).
Excellent interpersonal skills with the ability to deal effectively with Council members, municipal staff, the general public and businesses with tact and diplomacy.
Ability to handle a wide range of programs under tight deadlines while maintaining confidentiality at all times.

Nice To Haves

Preference will be given to candidates with experience as a Law Clerk and/or Legal Secretary.

Responsibilities

Performs statutory duties of the Clerk in their absence (2IC) which can include serving as a signing officer.
Provides procedural advice, follow-up research, reports, correspondence, and action with regard to Council/Committee decisions.
Coordination of Council/Committee meetings to ensure they are properly staffed, catered and supported. Assembles/circulates agendas, public notices, drafts by-laws, resolutions prior to meetings, and following, takes and prepares minutes.
Train and/or setup external training for Council/Committee members, as required, during their tenure.
Assists with the development and maintenance of Council procedures, policies and support documents such as, but not limited to, the Procedural By-law, the Code of Conduct, the Closed Meeting Protocol.
Assist with the planning of the annual Warden’s Election meeting and event, annual Perth Municipal meeting and event, and manages the Joint Accessibility Advisory Committee.
Executes Commissioner of Oaths responsibilities in accordance with the County’s program and the Commissioners for Taking Affidavits Act.
Assists in responses as delegated by manager for Freedom of Information (FOI) requests and responses under the MFIPPA legislation in accordance with statutory deadlines.
Assists with the annual reporting to the Information and Privacy Commissioner (IPC) with regard to the County’s MFIPPA program.
Prepares and presents reports on behalf of the Forestry Inspector to Council on a monthly and annual basis as provided by the Inspector.
Update and amend County Forestry Conservation By-law in accordance with local and provincial changes (as required).
Under direction from Manager, develops multi-year Accessibility Plan and prepare Annual Accessibility Update in collaboration with Lower Tiers and JAAC, as mandated by the Province via the AODA.
Acts as corporate trainer for accessibility programs for internal and external clients, in addition to training on applications such as iCompass and FileHold.
Maintains corporate digital database of records in County’s FileHold software. Assists with the retention, retrieval and destruction of all documents and records of the County.
Provides legal assistant support to the Executive Director of Legal and Corporate Services, including drafting correspondence and legal documentation, conducting legal research, monitoring critical deadlines and limitation periods, and maintaining both digital and physical legal files in accordance with corporate standards and confidentiality requirements.
Ensure that Occupational Health and Safety practices and County of Perth policies and procedures are adhered to; wear any personal protective equipment required to ensure personal safety and report any known hazards and/or incidents in the workplace to immediate Supervisor.
Other duties as assigned by Manager and the Executive Director of Legal and Corporate Services.