Executive Assistant/Deputy Clerk Maternity Leave Position Available

Job Description and Position Information

Position Title

Executive Assistant to the CAO/Treasurer, Deputy Clerk

Department

Administration

Reports to

CAO/Treasurer or Designate

Primary Function

Reporting to the CAO/Treasurer, this position provides professional executive support and research assistance to the Chief Administrative Officer/Treasurer and performs the statutory duties and assumes the responsibilities of the Clerk in their absence. 

Responsibilities

Responsibilities include, but are not limited to, the following for each role:

Executive Assistant to the CAO/Treasurer:

• Performing the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal Acts.
• Performing research and analysis on legislation, policy, and information documents received by the Municipality
• Assisting the CAO/Treasurer and/or designate with employee confidential records, union negotiations, union matters and employee relations
• Responsible for the online training portal containing applicable policies and procedures for onboarding and staff training
• Responsible for the control and maintenance of an effective filing system and information retrieval system for the CAO’s office.
• Monitoring the status of special issues affecting the Municipality through contact with government departments, agencies and associations, special interest groups, and the media
• Assumes the payroll responsibilities of the Deputy Treasurer in their absence
• Assists the CAO/Treasurer with budget documentation
• Prepares monthly financial statements for Department Heads
• Coordinating and organizing various Departmental and Corporate events (meetings, council functions, workshops, information sessions, etc.)
• Scheduling, attending, preparing agenda and minutes of meetings, as well as preparing and forwarding correspondence for various committees
• Developing presentations, writing briefing notes, document summaries, information updates, reports, and other correspondence on behalf of the CAO
• Preparing, coordinating and distributing media releases
• Prepares advertising and public notices for administration related matters.
• Staff person responsible for posting content to the municipal website and social media channels in conjunction with the webmaster
• Communicating directives and information requests on behalf of the CAO both verbally and in writing to Municipal Council, senior management, government officials and the public
• Maintaining a professional working relationship with councillors, directors, representatives of other municipalities, government ministries and outside agencies.
• Ensuring a high level of respect for confidentiality for the organization as a whole and staff as per the Freedom of Information and Protection and Privacy Act
• Scheduling travel arrangements for the CAO
• Perform other related duties as required

Deputy Clerk:

• Performs the statutory duties and assumes the responsibilities of the Clerk in their absence.
• Assist with the municipal elections and act as the Deputy Returning Officer.
• Maintains a thorough knowledge of legislation, regulations, policies and procedures that impact municipal government operations (Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Municipal Elections Act, Planning Act, Ontarians with Disabilities Act etc.);
• Assists the Clerk with the preparation of agendas, motions, minutes, policies, agreements and attends meetings of Council, as required.
• Assist the Clerk with the administration of records management, lottery licensing, marriage licensing, vital statistics and cemeteries, as required.
• Other duties as assigned

Skills

• Proficiency in computer applications (including but not limited to Word, Excel, Outlook, Power Point and Municipal-specific accounting programs (preference Dynamics GP: Diamond)
• Excellent oral, written and interpersonal communication skills
• Excellent organizational and time management skills
• High level of initiative, resourcefulness, and independent judgment
• Ability to maintain confidentiality where mandated or required
• Demonstrate attention to detail and accuracy.
• Knowledge of Municipal accounting principles including payroll and finance practices is preferred
• Demonstrated ability to establish and maintain effective working relationships with individuals, elected officials and organizations
• Demonstrated research and analytical skills
• Knowledge of Municipal Act, other relevant legislation and parliamentary procedures would be beneficial.

Education

• Completion of two years of Community College with course study in business administration and office management. Must be interested in working towards AMP or CMO designation.
• Possession of a valid "G" Driver's Licence is an asset.

Experience

3 to 5 years of progressive experience in municipal administration, with specific focus on Council, municipal and financial administration. Knowledge of local government functions, electoral processes and legislation in Ontario, rules of procedure for meetings and background education in Finance is a preference.

Working Conditions

• Work is performed in a climate-controlled office environment with the flexibility to work from home, from time to time. Incumbent has the ability to move freely to reduce fatigue.
• Frequently spends time reviewing documentation and working on a computer.
• Requires frequent periods of long duration using mental and visual concentration
• Normal working hours are 35 hours per week, Monday to Friday, with occasional extended hours for meeting attendance or to handle emergency situations
• Requires a need for detail and accuracy.
• Exposure to predetermined deadlines, interruptions and setting priorities.
• Deals with difficult customers occasionally.
• Occasional lifting and carrying of items weighing less than 30 lbs (i.e., office supplies)