Job Opportunities - Augusta Township

We Are Currently Hiring for the Following Position(s):

Municipal Clerk

Employment Type: Permanent Full-Time
Salary: Pay band 10 – $86,906 to $100,838 (2024 rates) – Non-union/exempt, including a comprehensive benefit package and enrollment to OMERS pension plan.
Application Deadline: December 23, 2024

Job Summary

Reporting to the Chief Administrative Officer and part of the Senior Management Team, the Municipal Clerk is responsible for the management of the Clerk’s Department and carrying out the statutory duties of the Clerk as defined in the Municipal Act, 2001 and numerous other Acts of Provincial Legislation. The Clerk acts as the Returning Officer for Municipal Election, MFIPPA Coordinator, Issuer of Marriage Licenses, Vital Statistics Division Registrar, Lottery Licensing Officer, Clerk of Drainage Tribunal, Commissioner of Oaths and is an authorized signing officer for the Corporation. The Clerk will be strategic while providing guidance, support and legislative advice to the CAO and Senior Management Team, act as parliamentarian to Augusta Council and coordinate the secretariat functions for all Council meetings.

Key Responsibilities

Council/Corporate Administration

Perform the statutory duties of Municipal Clerk under the Ontario Municipal Act including oversight and management of official and corporate records; record proceedings of Council/Committee meetings; issue statutory notifications as required under the Municipal and Planning Acts; and coordinate appointments to local Boards/Committees.
Review Council reports from staff for accuracy for final agenda preparation and circulation of Council packages,
Conducting research and preparing reports to Council when needed.
Prepares and distributes agendas and minutes of Council and other meetings, as necessary.
Ensures compliance with accessibility requirements.
Act as Commissioner of Oaths including the execution of Affidavits and Declarations, act as official Issuer of business, lottery and marriage licenses ensuring compliance with applicable law or legislation; as Division Registrar overseeing the administration, maintenance, and reporting of Vital Statistics (births/deaths).
Review and execute corporate contracts/agreements and by-laws as statutory signing officer of the Corporation, as appropriate.
Perform the statutory duties of Returning Officer under the Municipal Elections Act including oversight and administration of municipal and school board elections and by-elections, recommending election voting methods and approving all Election Rules & Procedures. Recruit staff, and source supplies and technology resources required to run elections; oversee the preparation of information packages to candidates and the organization and dissemination of information to the public on polling stations and voting procedures; ensure maintenance and posting of voter’s lists; conduct candidate nominations and registration processes; oversee ballot counting and the posting of election results; supervise recounts as necessary, and associated records retention/management; review compliance with financial and procedural reporting requirements.
As the designated administrator, coordinate and comply with the Municipal Freedom of Information and the Protection of Privacy Act (MFIPPA) and/or other applicable legislation; oversee the development and administration of the corporate information/records management function; record storage and retention in accordance with applicable statutes and municipal by-laws; standardization of cataloguing and/or indexing processes, overseeing files security, etc.; perform research and retrieval duties, as required; respond to information requests.
Acts as parliamentarian to ensure the proper and orderly conduct of all business before Council and Committees is in compliance with legislation, procedural by-laws, and Roberts Rules of Order.

Administration

Organize, coordinate and present to Council, recommendations arising from administrative operations, legislation, reports and information regarding progress and accomplishments of programs, projects, and statutory obligations, identify challenges.
Assist the CAO with human resources management including new or changes to existing human resources and health and safety policies and practices to ensure compliance with various legislation.
Assist Treasurer with administration of comprehensive insurance and risk management programs and compliance.
Assist other department heads with drafting bylaws, policies, tender documents and contracts, reviews/edits as needed to ensure corporate compliance.
Act as Secretary-Treasurer to Boards/Committees as needed.
Monitor, identify and submit applications for grants and or alternative funding sources for municipal programs and services.
Government reporting as required
Participates on the Emergency Control Group

Department Administration

Manage staff performance, training, and evaluation; assess staffing needs and make recommendations for additional complement, participate in the recruitment and selection process.
Manage department budget including the Council operating budget, approving invoices.
Develop review and revise departmental policies and procedures.
Participate as a member of the Senior Management team providing input on corporate planning and strategic initiatives.

Qualifications

Post secondary education preferably in Business or Public Administration, Political Science, or related field.
Completion of the Municipal Administration Program. Or willingness to obtain.
AMCTO designation or willingness to obtain.
Three (3) to five (5) years progressively responsible experience in municipal government in the Clerk’s department, including at least one (1) year in a supervisory role.
Knowledge of the Municipal Act, and other provincial legislation including Elections Act, MFIPPA, and Occupational H&S Act.
Thorough working knowledge of relevant Acts, Statutes, Regulations, local government functions/responsibilities, and thorough knowledge of Council/Committee processes and protocol.
Strong political acuity demonstrated ability to interpret parliamentary procedure and political decisions/motions and to communicate results quickly and efficiently, draft comprehensive by-laws, policies, and legal documents.
Excellent administrative, communication and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with elected officials, the public and fellow staff members.
Excellent analytical and problem-solving skills, including ability to interpret bylaws, legislation, and policies.
Working knowledge of Microsoft Office applications. Knowledge of meeting management software (e.g.,eScribe) an asset.

How to Apply

Submit your application, including your resume and a cover letter to Mr. Shannon Geraghty, Chief Administrative Officer at sgeraghty@augusta.ca by Monday, December 23^rd, 2024, at 4:30pm EST. Please include “Municipal Clerk” in the subject line.

Job Description – Municipal Clerk

The municipality is an equal opportunity employer following the rules and regulations set out by the Human Rights Code and the Integrated Accessibility Standards Regulation. We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted. Accommodations for applicants with disabilities will be provided upon request. Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and will only be used for candidate selection.

Township of Augusta Hiring Policy (By-Law 3734-2024)