Description

Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.

The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.

Come gain a unique experience in the 2nd fastest growing municipality in Canada!

Position Summary:

Reporting to the Town Clerk, the Deputy Clerk provides support with the performance of the statutory duties of the Clerk, as set out in the Municipal Act, 2001 and other related legislation. In the absence of the Town Clerk, the Deputy Clerk assumes the Clerk’s statutory powers and duties.

Key responsibilities include maintaining and applying records management guidelines to protect, properly identify, and retain records according to recognized principles. Additionally, the role involves providing administrative support, handling reception duties, conducting research, and assisting with coordination functions as required within the Administration department.

Key Duties and Responsibilities:

Assist the Clerk with the preparation, research and management of Council and Committee agendas, minutes, reports, municipal by-laws and policies, preparation and circulation of certified resolutions, correspondence and other departmental projects and initiatives, including election duties, as required.
Act as Deputy Clerk including the statutory powers and duties of the Town Clerk during periods of absence of the Town Clerk.
Commission/certify documents to provide a service for the public as a Commissioner of Oath on behalf of the Town.
Coordinate course/seminar/conference registrations as well as accommodation and travel arrangements, including expense report assistance and/or Purchasing Card reconciliations, for Councillors, Deputy Mayor, and the Clerk’s Division training and development.
Attend all official meetings, ensure room accommodations and accessibility are appropriate and all equipment is functioning properly, and all required meeting material is set out in advance, ensuring copies of agendas are available for members, media and the public at all scheduled meetings.
Ensure that electronic participation, if permitted, is appropriately functioning prior to the start of the meeting, as well as initiate and end the live-streaming of the meeting if required.
Assist the Town Clerk in monitoring and administer the Clerks Department budget, Council Budget, and Election Budget. Preparation of monthly P-card reconciliation for the Clerks Department.
Deputy Registrar under the Vital Statistics Act. Duties include the preparation of Marriage Licenses, and maintenance of Marriage Register and files, for Marriages, Births and Deaths.
Deputy Issuer under Alcohol and Gaming Commission of Ontario. Duties include the issuance of Lottery Licenses, ensuring eligibility requirements are met and follow-up reporting from licensees is received.
Coordination of Alcohol and Gaming Commission approvals received by the municipality.
Coordination of Shoreland Works Permit applications for the Town and knowledge of Cityview Software to finalize permit.
Responsible for continuous updates of database directories for the municipality i.e., telephone books, Rural Guide for Agriculture, Bruce Grey Information, AMCTO Directory, Scott’s Directories, Mayor Contacts, etc.
Ensure that inquiries are appropriately dealt with by providing documents and information to the public regarding Council, Committee and public meeting agendas and minutes, municipal by-laws and policies, and other government applications and processes; refer inquiries to appropriate staff, as required.
Coordinate Clerk’s Division publication of ads and notices in local newspaper Community Pages, and monitor Clerk’s notices and advertisements placed on the Town’s Public Billboard to ensure current on a weekly basis.
Coordinate execution of agreements required to be executed by the Mayor and Town Clerk, ensuring Agreement Execution Sign-Off is completed and the Agreement file opened in the TOMRMS system.
Assist in maintaining Council and Clerk’s Division-related information on the Town’s website.
Assist the Town Clerk with inquiries and processing Freedom of Information requests in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
Act as Alternate Secretary Treasurer to the Committee of Adjustment.
Act as Alternate Scribe under the Town’s Emergency Management Plan.
Working with the Town Clerk to champion the updating of the current Records Retention By-law for the Town of The Blue Mountains and monitor and initiate subsequent updates, including maintaining records for archived files, and retrieval for staff, as may be necessary.
Provide administrative support to the Clerk’s Division, including:
- Developing general correspondence
- Filing of letters, correspondence, documents, plans pertinent to files.
- Scheduling/calendar functions
- Backup for the Legislative Coordinator when absent for response to inquiries received via info line emails
Perform other duties as required, and as may be assigned in accordance with corporate objectives.
Certify bounty claims for payment by the County of Grey to the trapper.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA), please advise the Human Resources Department to ensure your accessibility needs are accommodated throughout this process. Personal information provided by the applicants is collected under the authority of the Municipal Act, 2001 and will be used for the purpose of candidate selection.

We thank all candidates for their interest; however, only those selected for an interview will be contacted.

Requirements

Requires 3 years post-secondary education in office administration, political science, or related field.
Completion or working towards a professional designation in public administration and/or records management preferred (e.g., AMP, CMO, AOMC; AMCTO Municipal Administration Program preferred).
Minimum of 5 years’ experience in public sector administration, with at least 3 years supporting a senior manager in a municipal environment.
Comprehensive knowledge of general office procedures and information management systems.
Familiarity with relevant legislation such as Municipal Act 2001, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act and Elections Act, and ability to apply judgment within legal frameworks.
Ability to work independently with minimal supervision.
Strong communication, organization, time management, interpersonal, public relations, and customer service skills.
Knowledge or willingness to learn parliamentary procedures.
Thorough working knowledge of Microsoft Windows and Office applications, and proficiency with office equipment.
Experience with electronic meeting management software preferred; familiarity with virtual meeting software (e.g., Microsoft Teams, Zoom) an asset.
Understanding of Council/Committee protocol, municipal functions, current local/corporate/regional issues, and other government processes and functions, including those of local agencies/boards.
General knowledge in creating accessible documents to meet legal obligations under the Information and Communications component of the Integrated Accessibility Standard Regulation.
Administrative experience in a responsible capacity, including transcription of minutes, preferred.
Strong attention to detail, organizational skills, and ability to handle stress with maturity and a positive attitude.
Requires good attention to detail, organization, and communication skills. Ability to work well with people at all levels in the hierarchy and handle the stresses and pressures that are associated with the position with maturity and a positive attitude.

Salary & Benefits

This is a 24-month contract opportunity to cover a leave of absence at the Town. The annual salary for this role is $73,546.20 - $86,049.60 (2024 Rate). The Town also offers the following to our employees: