SUMMARY
Reporting to the Chief Administrative Officer, the Clerk plans, organizes and supervises the activities of the Clerk's Office pursuant to the Local Governance Act. The incumbent manages right to information and protection of privacy-related files, as well as the City's archives. This is a statutory position provided for in the Local Governance Act and that delivers essential services to the community.
DUTIES AND RESPONSIBILITIES1. Municipal affairs
• Prepare and coordinate meetings, draft agendas, minutes, resolutions, bylaws and other documents pertaining to City Council meetings, and ensure quality assurance and compliance with legislative requirements
• Record, in Council minutes, all swearing-in of elected officials and all disclosures of conflicts of interest
• Attend all Council meetings to provide legislative support and ensure that all procedural requirements are met
• Draft and distribute Council decisions among the public and various municipal stakeholders
• Prepare public notices pertaining to Council, obtain the required approvals and meet the prescribed deadlines
• Support and advise City Council, the Chief Administrative Officer and managers, particularly regarding municipal administration, as required
• Coordinate the implementation and review of bylaws, policies, regulations and procedures
• Work with the Chief Administrative Officer to appoint members to Council committees
• Act as custodian of the municipality's corporate seal and affix their signature and seal on official City documents in the name of the municipality
• Attend and represent the City on committees and at relevant meetings and make recommendations as required
• Act as a witness for the City, when required
• Manage all projects and administrative files assigned by the Chief Administrative Officer or City Council
2. Management of documents
• Manage access to documents and answer information requests in accordance with established procedures and the Right to Information and Protection of Privacy Act
• Archive all official City documents, bylaws and contracts and advise on the management of documents throughout the municipality
3. Management of goods and services
• Ensure compliance with procedures by the management team when opening bids and other proposals for the acquisition of products, goods or services
4. Management of financial and material resources
• Participate in the preparation of budget requests and coordinate the management of budgets in areas under their responsibility
• Supervise Clerk's Office staff
• Manage the employees under their responsibility in collaboration with Human Resources; this includes staffing, orientation, supervision, performance appraisals, promotion, professional development and occupational health and safety
• Communicate, support and enforce directions, policies, procedures and practices put in place to ensure sound human resources management
MINIMUM REQUIREMENTS
Education
• Bachelor's degree in business administration, public administration or an equivalent field of expertise
• Master's degree in public administration or an equivalent field of expertise (asset)
• An equivalent combination of education and experience may be considered.
Experience
• Five (5) years' experience in a clerk's office, regulatory body or administration, with demonstrated, complex administrative responsibilities
• Experience in a clerk's or municipal position (asset)
Knowledge
• Extensive knowledge of municipal administration and the enforcement of procedures and regulations related to the position
• Knowledge of Office suite software (Word, Excel, Outlook, PowerPoint)
• Extensive knowledge of the Local Governance Act and the Community Planning Act
• Knowledge of the Right to Information and Protection of Privacy Act (asset)
• Knowledge of document management (asset)
Skills
• Mastery of spoken and written French and English
• Sound judgment and ability to synthesize and analyze information, as well as negotiate
• Strong ability to problem-solve, find realistic and innovative solutions, and make informed, independent decisions
• Organizational skills and focus on results
• Leadership, flexibility and the ability to work as part of a team in a public and political environment
• Ability to develop effective strategies to achieve goals and objectives
• Strong ability to develop and maintain harmonious and productive relationships with various municipal departments, City councillors, and the public
• Ability to work effectively under pressure and meet tight deadlines
• Ability to manage multiple files and projects simultaneously
• Discretion, tact and respect for confidentiality
• Positive attitude with respect to the interests of the municipality and the community in general
• Physical ability to do the work assigned
• Punctuality and regular attendance
• Good past record of job performance
• Respect for the City of Dieppe's confidentiality rules and organizational values
WORK SCHEDULE
• Thirty-five (35) hours a week
• Availability outside of regular business hours on occasion
• Attendance at Council meetings
SALARY
• Based on current salary scale
• The incumbent also receives vacation time, benefits (paid by the employer) and a pension plan (employer/employee contribution).
CLOSING DATE
• The deadline to submit your application is Friday, September 27, 2024, at 11:59 PM.
