The Assistant Clerk is responsible for scheduling, preparing for, and keeping records of Council meetings, providing advice and assistance to Council, and performing a number of other duties stipulated by the Municipalities Act and/or delegated by the Clerk.
Duties and Responsibilities
Following are the primary job duties and responsibilities of the incumbent in the role of Assistant Clerk. The following statements are intended to describe the nature and level of work being performed, but may not be an exhaustive list of all duties and responsibilities required of the position. Other duties and responsibilities may be assigned by the Clerk.
1. Provides ongoing support to ensure the routine scheduling, preparation for and record-keeping for Council meetings.
Coordinates with the Clerk to ensure that one of them is always available to attend Council meetings as stipulated in the Municipalities Act;
Routinely performs the duties associated with Council meetings, including the provision of pre- and post-meeting support as follows:
Prepares agendas and schedule of meetings;
Provides public notice of Council meetings and Council actions as per legislative requirements;
Prepares and delivers Council files for each meeting;
Prepares minutes of all Council proceedings, including who is present at meetings, and a record of all motions, resolutions, decisions and follow-up action items.
Attends and provides pre- and post-meeting support to Council-in-Committee meetings as requested by the Clerk;
Attends and provides pre- and post-meeting support for Committees as requested.
2. Provides expertise, advice and ongoing support to Council.
In consultation with the Clerk, provides advice to the Mayor and Council members on municipal government procedures, protocols, and relevant provisions in statutory and legislative instruments, and assists Council members to ensure that they are operating within the limitation of their rights, responsibilities and liabilities;
Participates in the development of new by-laws or by-law amendments, including researching and gathering information, consulting with the Clerk and legal counsel, preparing drafts for review by the relevant Committee, finalizing drafts to present to Council for approval, preparing motions for Councillors for readings, enacting amendments and consolidating them with the original by-law.
Prepares and reviews correspondence and other documents on behalf of Council and/or the Clerk.
3. Acts as legal signatory and custodian of Council records and by-laws.
In the absence of the Clerk and in conjunction with the Mayor, signs agreements, contracts, deeds and other documents to which the municipality is a party;
Jointly with the Clerk, keeps the documents and records of the Council and originals of all by-laws and resolutions and maintains an indexed register of certified copies of all by-laws;
Establishes and maintains effective record management and retrieval systems in accordance with legislative requirements and municipal needs;
4. Performs liaison functions on behalf of Council and performs other duties.
Handles general inquiries from the public on administrative matters pertaining to by-laws or Council proceedings, and makes appropriate referrals to the Mayor, Clerk or other staff to ensure public concerns are addressed;
Assists the Mayor and/or Clerk in the preparation of correspondence, articles for publication and other public communications;
Assists in the planning and/or execution of special community events as requested by the Clerk;
Assists with the municipal website updates and electronic sign advertisements;
Assists with the preparation of Requests for Proposals, Requests for Quotations, Tender Documents, Contracts for Services, Memoranda of Understanding, and other documentation necessary for the engagement of outside contractors or agencies;
Assists with the orderly operation of the municipal office.
The minimum qualifications required to successfully perform the job are as follows:
High School graduation supplemented by post-secondary education in a relevant discipline.
3-5 years of relevant work experience in organizing and coordinating meetings, preparing agendas and taking minutes, establishing and maintaining record systems, and handling public inquiries.
Equivalent combinations of education and experience may be considered.
Knowledge, Skills and Abilities
The following knowledge, skills and abilities are required:
Knowledge of the Municipalities Act, and understanding of relevant legislation, policies, procedures, protocols, rules and regulations concerning the structure and functioning of municipal government;
Knowledge of Hanwell municipal by-laws and the process and procedures for by-law development and amendment;
Knowledge of record management and retrieval systems, procedures and practices;
- Skill in using office equipment, computers and software, including proficiency in Microsoft Office programs;
Effective communication skills, including the ability to listen actively, respond verbally in a manner that is clear and respectful, and prepare written communications that are clear and concise;
Attention to detail and ability to maintain a high level of accuracy in writing or editing documents, including Council minutes and session notes, by-laws, policies, correspondence, contracts or other official documents;
Flexibility, including the ability to adapt to and work effectively within a variety of situations and with various individuals or groups;
Research and analysis skills, including the ability to conduct research on municipal procedures and protocols and analyze precedents to provide advice or recommendations to Council;
Planning and organizational skills, including the ability to develop and implement Council meeting practices and procedures;
Time and stress management skills, including the ability to prioritize work, manage multiple demands, meet tight deadlines, remain calm during crises, respond constructively and support others in challenging situations;
Teamwork and relationship-building skills, including the ability to establish and maintain effective working relationships with peers, subordinates, Council members, residents, government officials, auditors, contractors/suppliers, business representatives and other stakeholders;
Tact and diplomacy in dealing with internal and external stakeholders.