Manager of Legislative Services/Deputy City Clerk

City of Quinte West • Quinte West, ON

9d • CA$119,902 - CA$130,330 • Hybrid

About The Position

The City of Quinte West is seeking a Manager of Legislative Services/Deputy City Clerk to manage the development of corporate and departmental policies and objectives. This position will play a role in matters related to Council, procedural and governance issues, municipal elections, corporate records management and vital statistics including burial permits and marriage licensing. In addition, this position is directly responsible for municipal licensing, provincial licensing, (active) cemetery administration, land transactions, and management of issues and requests related to the MFIPPA legislation. This position is a Statutory Officer and is appointed by Municipal By-Law in accordance with the Municipal Act and is required to perform the statutory and legislated duties of City Clerk as delegated by the City Clerk and is called upon to represent the City Clerk as necessary. This position is a member of the Quinte West Management Team responsible for implementing approved policies, plans and programs as well as ensuring business objectives are met. Leading a talented team of staff, this position guides and inspires a dedicated workforce in the efficient delivery of municipal services and helps shape a workplace culture founded on trust and transparency. Responsible for providing leadership to the division in alignment with corporate strategies, plans and priorities, the Manager supports strategic planning, budget development, work planning, human resources, staff development and change management and works collaboratively with internal and external stakeholders to build mutually beneficial working relationships.

Requirements

• A minimum of a three (3) year college diploma or university degree in Public Administration, Political Science, Business Administration, or a related field, or an approved equivalent combination of education and experience.
• The incumbent must be eligible for membership in the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO).
• An understanding of pertinent Provincial Statutes and Regulations, parliamentary procedures as well as the ability to work with all levels of government and business.
• Demonstrated knowledge and experience working with numerous and applicable legislation with superior knowledge of the Municipal Act, Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act and Provincial Offences Act.
• A highly developed sense of professionalism, tact and diplomacy.
• Demonstrated respect for highly confidential and sensitive issues.
• A high degree of emotional intelligence (the capacity to be aware of, control and express one's emotions and to handle interpersonal relationships judiciously and empathetically).
• Demonstrated customer service and public relations skills.
• Thorough knowledge of current issues facing local government in Ontario, particularly as they relate to the portfolio.
• Knowledge of human resources management, financial management and project management strategies.
• Demonstrated ethical behaviour and business practices.
• The ability to work well independently on several projects concurrently and possess excellent communication, organizational and creative thinking skills.
• Proficient knowledge of related policies, procedures, legislation and initiatives.
• 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 conflict resolution and negotiation skills.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, critical thinking and problem solving abilities.
• The ability to obtain and maintain a satisfactory criminal record check or security clearance deemed acceptable to the employer.
• A minimum of six (6) years of related experience, preferably in a municipal clerks department.
• Demonstrated experience in local government administration including Council/Board secretariat/procedural experience, elections experience, and supervisory experience.
• Management experience in municipal or broader public, private or voluntary sector environments.

Nice To Haves

• Completion of Municipal Administration Program (MAP) through the AMCTO.
• Accredited Ontario Municipal Clerk (AOMC) accreditation.
• Understanding of legislative framework affecting records management in municipal government.
• Training in provincially regulated vital statistics and lottery licensing.
• 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.
• A 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.
• Previous experience in a unionized work environment.
• Recent and relevant experience in leading, managing, coaching and mentoring staff.
• Recent and relevant experience in managing projects from strategy through planning, implementation and evaluation.

Responsibilities

• Manage the operations of the Legislative Services function in an efficient and effective manner including the division budget and employee relations.
• Perform the statutory duties of the City Clerk.
• Manage individuals acting as Deputy Issuers of Marriage Licences/Deputy Division Registrars for the City.
• Support the City Clerk’s function as Returning Officer as part of the Municipal Elections process.
• Draft by-laws, corporate policies and staff reports.
• Maintain confidential departmental documents.
• Provide technical advice to Council and senior staff.
• Respond to general inquiries.
• Assist the City Clerk with Municipal Freedom of Information requests.
• 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 licensing 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.
• Act as Deputy Issuer of Marriage Licences.
• 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.
• Perform other duties as may be assigned by the Director/City Clerk.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, and City policies and procedures.
• Accountable for the recruitment and selection of division staff including identifying staffing and budget requirements, participating in interviews and ensuring the hiring of highly qualified individuals in line with organizational policies and applicable legislation.
• Ensure compliance, training and staff supervision pertaining to applicable legislation.
• Direct and coordinate the activities of subordinates including monitoring daily activities, providing guidance and administering disciplinary action.
• Provides regular and constructive feedback to staff on their performance, recognizing achievements and providing individualized support.
• Facilitates the development and achievement of business and personal objectives which includes individual development action plans designed for the continued growth and sophistication of the team.
• Accountable to ensure that all safety requirements are met by contractors or independent operators.

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: Manager
• Education Level: Associate degree