Manager of Legislative Services/Clerk

Perth County•Stratford, ON

12d•Onsite

About The Position

If you are eager to work in a team-based organization that expects employees to exercise critical thinking, make reasonable decisions and build organizational capabilities, then you are who we are looking for. The Manager of Legislative Services/Clerk is responsible for providing comprehensive services that are essential to the proper functioning of County Council including the development and preparation of agendas and minutes for Council, as well as managing the day-to-day operation of the Legislative Services division, including overseeing the management of County By-laws, corporate records, county-wide accessibility, forestry and grant programs.

Requirements

University Degree in Public Administration, Political Science, Business Administration or a related field.
Eligibility for, or full membership in, the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
5 years of progressive experience in municipal Council secretariat functions.
3 years in a supervisory role.
Thorough knowledge of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and related legislation.
Ability to research, interpret, apply and explain various legislative matters affecting municipalities.
Superior knowledge and understanding of policies and legislative requirements related to Ontario municipalities and municipal by-laws, government administration and Council processes and procedural activities.
Excellent interpersonal skills with the ability to deal effectively with Council members, municipal staff, the general public, business, and the media with tact and diplomacy.
Excellent verbal and written communication skills, presentation skills, negotiation, and leadership skills.
Strong analytical and problem-solving skills to identify competing priorities, analyze problems, organize information, identify key factors/underlying causes and develop appropriate solutions.
Ability to handle a wide range of complex tasks under tight deadlines while maintaining confidentiality at all times.
Thorough knowledge and appreciation of Records Management procedures.
Proficiency using a variety of software applications including meeting management software.

Responsibilities

Manages the Legislative Services Division, annually updating the Division’s Business Plan, managing the Division’s budget, carrying out annual performance reviews, providing leadership and development to Legislative Services staff.
Leads the Legislative Services team in the implementation of new initiatives, provides the documentation and materials necessary for their implementation such as policies, procedures, training and/or communicating with corporate staff in order to implement these initiatives.
Participates on the County’s Leadership Team, providing input into policy reviews, providing expertise and assistance.
Presents reports to Council meetings as required, representing the County in matters pertaining to the County and of the Lower Tier municipalities.
Mentors and fosters staff development with an eye for transition planning and succession management.
Performs the Council secretariat functions and ensures compliance with policies and statutory requirements which include scheduling meetings and the preparation and distribution of agendas and materials for regular, special and closed Council meetings and public hearings; by-law preparation; distribution of all supporting material and minutes, decisions, instructions and resolutions of Council to appropriate parties within and external to the Corporation.
Oversees the development, control 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.
Acts as the principal advisor to the Warden and Council on the proper conduct of all meetings and provides guidance, communications, advice and decision support on the implementation of legislation and the delivery of corporate initiatives, including their risks and impacts; Makes observations, suggestions and recommendations on statutory matters to the CAO.
Conducts research, analysis and prepares reports, by-laws, policies and procedures on various municipal topics, legislation, and other issues.
Interprets and responds to changes in legislation affecting Council, the County Clerk functions, the Corporate Services service area and the corporation. Statutory duties include functions under legislation such as, but not limited to, the Municipal Act, the Planning Act, the Municipal Conflict of Interest Act, Accessibility for Ontarians with Disabilities Act, the Vital Statistics Act, the Ontario Heritage Act and the Development Charges Act.
Provides information and advice to all departments of the Corporation with respect to legislation, regulation, contracts, corporate policies and procedures.
Prepares, manages and controls the divisional budget, monthly variances and annual reports for the Legislative Services division. Proposes and implements cost mitigation strategies as required through the fiscal year.
Coordinates, compiles and tracks corporate agreements, by-laws, reports and data for purposes such as compliance, reference, prudence and relevance.
Manages the by-laws of the Corporation, including supervising the naming and numbering, the process through to adoption, the consolidation of by-laws, and the storage as permanent records.
Oversees the management of and ensures the proper handling, storage, retention and control of all corporate records.
Maintains custody of the Municipal Seal; processes official documents related to land transactions, contracts, leases and agreements.
Administers and witnesses’ affidavits as a Commissioner of Oaths.
Coordinates the Municipal response to requests under Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
Develops constructive and trusting relationships with the ability to provide leadership and to influence others.
Leads initiatives to achieve service modernization in customer service; financial sustainability and continued leadership in employee engagement.
Act as the accessibility coordinator for the County and overseeing the accessibility program inclusive of administering the Joint Accessibility Advisory Committee and reviewing/providing technical guidance on accessible site plans.
Administer/assess Council approved Cultivating Opportunity Community grant applications.
Oversees the maintenance of the County’s Forestry program inclusive of the regulating of the destruction or injuring of trees, through the Notice of Intent process and weed management.
Manages central reception ensuring process and procedures support excellent customer service duties at the County Courthouse as the first point of contact.
Performs other assigned functions/duties as required.
Leaders and Supervisors are responsible under the Occupational Health and Safety Act to take every precaution reasonable in the circumstances for the protection of workers. This includes ensuring the Occupational Health and Safety Act and County of Perth policies and procedures are adhered to. Leaders and Supervisors are accountable for providing job specific training including awareness of job hazards and instructions on methods of control and for monitoring workers for compliance.