Deputy Clerk

JOB DESCRIPTION
Position Title: Deputy Clerk
Updated: November 2024
Reports To: Director of Administration/Clerk

Key Duties, Responsibilities and Expectations
1. Municipal Deputy Clerk
- Performs all statutory duties of Deputy Clerk under the Municipal Act and other Acts in the absence of the Clerk, or as delegated by the Clerk.
- Assists in preparing and issuing agendas and records and issues minutes for all meetings of Council, Committee of the Whole, Police Services Board, and ad hoc Committees, as assigned.
- Acts as Deputy Returning Officer for all municipal elections and by-elections.
- Assist in preparing reports to Council, Committee of the Whole, and other committees, as required.
2. Assist with Council Coordinator
- Assists to coordinate Council Members’ schedules
- Assists in arranging meetings
- Registering Members for meetings, training, and conferences
- Arranges travel
- Assists in researching and providing information
- Assists in preparing correspondence, proclamations, and reports
3. Human Resources Coordination
- Provides administrative support to the Human Department under the direction of the CAO
4. Freedom of Information and Protection of Privacy Act
- Assists the Clerk with requests for information under the Municipal Freedom of Information of Protection of Privacy Act, MFIPPA
5. Council Bylaw and Resolution
- Assist with keeping an accurate record of all by-laws and resolutions passed by Council for research and retrieval
- Assist with keeping a schedule of by-law passage, current status, and last updated
6. Corporate Records Manager
- Assists in the establishment, maintenance, retention, and destruction of all of the Town’s hard copy and electronic records in accordance with the Town’s records management policies and procedures
- Assist in preparing new and revised records management policies and procedures
7. Website, Media and Social Media
- Assists with the maintenance of the Town’s website ensuring compliance with the website governance model, accessibility, and web content writing standards
- Updates the website with agendas, minutes of meetings, announcements, and community events
- Assist with monitoring media coverage and ensures that the Town is well represented
- Assist with the placement of photos, videos, and texts on social media to promote Town events and present Town activities
- Responsible for administrative social media posts
8. Council Special Events
- Assists the Clerk in planning and managing Council events, as assigned
9. Lottery Licensing
- Assists the Clerk in the review of applications to deny or approve lottery licenses in accordance with Ontario legislation and guidelines.
- Assists applicants with completing applications and submitting reports. Responsible for the maintenance of lottery license records, including the tracking of expiring licenses and overdue reports.
10. Marriage License Issuer
- Reviews applications and supporting documents, verifies IDs and issues marriage licenses in accordance with the Marriage Act and Ministry directives. Explains marriage process in Ontario.
11. Division Registrar
- Assists the Clerk with Division Registrar duties
12. Prescott Cemetery – Administration
- Assists selling, preparing, and coordinating burials
- Follow up duties including internment records, record keeping, and billing
- Responds to requests, concerns, inquiries, and or complaints from the public
- Acts as a liaison with funeral homes for planning of services and communication with third party ground maintenance contractors
- Facilitates winter storage activities
- Tends to on-site requirements and concerns in accordance with cemetery by-laws
- Provides reports to the Prescott Cemetery Board of Management

Education, Experience & Skills
- University degree or college diploma in Public Administration, Business Administration, or a related field, or an equivalent combination of education and experience. Postgraduate qualifications are highly desirable.
- Completion of the Municipal Administration Program through AMCTO would be considered an asset
- Formal training in Municipal Administration with 3 years of experience working in a Municipal Clerk’s Office would be considered an asset
- Minimum of 3 years of experience working in a municipal environment
- Thorough knowledge of applicable Provincial and Municipal legislation; meeting procedures, including Parliamentary procedures; drafting by-laws, resolutions, agendas, minutes, etc.
- Excellent interpersonal and public relations skills, with a focus on customer service excellence.
- Excellent written and verbal communication skills.
- Valid Ontario Driver’s Licence

Working Conditions and Environment
- This position is based at Prescott Town Hall in Prescott, Ontario.
- The position is based on a 35-hour work week
- Normal office hours are 8:30 a.m. to 4:30 p.m., Monday through Friday, however there are extended hours expected to attend Council meetings on the first and third Mondays of the month, and Committee meetings outside of normal business hours.

For assistance applying to this position, or for any other job search related needs, please contact CSE in Kemptville at 613-258-6576 or in Prescott at 613-925-0222.