Deputy Clerk
Town of Georgina
Georgina, ON
Responsible for assuming the role of Secretariat for Council and Committee Meetings; assuming the statutory role of
the Clerk in their absence; managing and administering the Town’s insurance program; and overseeing the daily
activities of the Licensing and Administrative Staff. For full details, please see attached job description.

Minimum Qualifications:
University degree in Government Administration, Political Science or related discipline from an accredited University;
AMCT designation or specialized courses such as Parliamentary procedures and/or other formal academic training in
government administration; four (4) years’ progressive experience in municipal government at a
supervisory/management level;

How to apply:
Qualified applicants are invited to submit a resume, identifying the Job Title and ID# 2019.150 in the subject line.
Please apply in confidence by September 30, 2019 to careers@georgina.ca.

Committed to diversity and a barrier-free environment:
The Town of Georgina is an equal opportunity employer and we will accommodate the needs of applicants under
the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages
of the recruitment and selection process. Please advise the Human Resources Office to ensure your accessibility
needs are accommodated.
We thank all candidates for their interest, however only those being considered will be contacted.

JOB DESCRIPTION: Deputy Clerk

Direct Reports: Licensing Coordinator; Corporate Services Clerk; Committee Services Coordinator

Position Summary:
Responsible for assuming the role of Secretariat for Council and Committee Meetings; assuming the statutory
role of the Clerk in their absence; managing and administering the Town’s insurance program; and overseeing
the daily activities of the Licensing and Administrative Staff.

Responsibilities:
  • Provides Council and Committee secretariat support services, including preparation of resolutions, agendas,
and minutes, and the disposition of all resulting actions of Council as required.

  • Provides Closed Session secretariat support services and prepares the Closed Session Minutes for approval.
  • Attends Council and some Committee/Board meetings as required.
  • Assists the Town Clerk administering the corporate records management program, governing the creation,
storage, retention and retrieval of records.

  • Oversees the daily activities of the licensing function, including the issuance of licenses for businesses.
Ensures licensing files/records are complete and up to date, and compiles and maintains statistical
information/records as requested.

  • Oversees the daily activities of the Vital Statistics registration, and assumes the role of Deputy Registrar for
Vital Statistics.

  • Oversees Line Fences Act disputes and Wildlife Compensation claims.
  • Receives, logs and maintains files on applications for Zoning By-law amendments, Official Plan Amendments,
Deeming By-laws and Part-Lot Control By-laws, ensuring legislated notices/ advertisements are prepared
for approval of Clerk and follows up on status of process, responding to inquiries of staff and the public.
Develops procedures /guidelines and best practices for all tasks.

  • Co-ordinates corporate communications and formulates pro-active communication strategies for legislative
notice requirements.

  • Prepares, circulates and distributes Notice of Passage of Zoning By-laws, Official Plan Amendments,
Declaration of Passage, Oversee submission of Appeals by Planning Division to Local Planning Appeal
Tribunal for appeals filed for Zoning By-laws and Official Plan Amendments.

  • Oversees and manages marriage licence and solemnization ceremonies with officiants.
  • Co-ordinates the processing of requests under the Municipal Freedom of Information and Protection of
Privacy Act. Provides advice and guidance to other departments for compliance with this Act.

  • Coordinates the Town’s Municipal Insurance Policy including processing claims, liaising with the Insurance
company, Adjusters, Legal Counsel and other stakeholders as required; gathers and submits requested
documentation; reviews Incident/Accident reports as received; maintains insurance files related to the
Town’s fleet, including vehicles and equipment; receives and circulates municipal insurance policy changes
and assists in the preparation for renewals and/or tendering as required; arranges discovery meetings for
Legal Counsel; assesses claims for direct settlement based on Town’s insurance deductibles and arranges
settlement; reviews and tracks all invoices for insurance claim files. Obtains insurance certificates for events
and grant-funded capital projects.

  • Prepares annual open claims report for the Deputy CAO and Town Clerk
  • Provides assistance and back-up support to the Town Clerk and assumes the statutory role of the Clerk in
his/her absence.

  • Responds to enquiries from and liaises with the general public, other levels of government, local
Boards/Commissions, staff, solicitors, developers, elected officials, etc. on municipal functions and
processes, departmental responsibilities, matters of Council, and advice/interpretation of municipal
legislation.

  • Assists the Town Clerk with the statutory responsibilities for municipal elections in reports and in
accordance with the Municipal Elections Act, including the updating and preparation of the Voters’ List and
election materials, the scheduling of voting places, and the training and organization of Elections staff.

  • Provides supervision to staff, including performance review and planning, training and development
formulation, problem solving/dispute resolution, discipline, safety, and hiring/ promotion/
transfer/succession planning and termination decisions.

  • Ensures adherence to Town HR policies and employment and Health and Safety related legislation; keeping
abreast of emerging legislation relevant to the Town’s business.

  • Manages the day-to-day scheduling, organization, co-ordination and monitoring associated with the work
of staff.

  • Provides regular and constructive feedback to staff on performance; recognizes achievements and provides
individualized support.

  • Manages, motivates and mentors staff cultivating innovation, creativity and build a highly effective team
while delivering high standards of work quality and organizational performance.

  • Facilitates the development and achievement of business and personal objectives which includes individual
development action plans designed for the continued growth and sophistication of the team.

  • Researches projects, tasks, assignments and prepares reports to Council, Staff, and various Boards and
Committees.

  • Facilitates the public process, ensuring fair, open and accountable practices for open and closed session
meetings with transparency and professional integrity.

  • Researches and performs analysis related to by-laws and municipal legislation, and prepares related reports
as required by the Town Clerk.

  • Assists the Town Clerk in preparation of the Divisional budget, authorizes and administers approved budget
as required and reports on same; authorizes payment of accounts.

  • Undertakes special projects as assigned.
  • Provides guidance, advice, direction and recommendations to staff and members of Council, public, internal
staff and external agencies with respect to records management, by-law preparation, procedures, policies,
and legislation.

  • Ensures compliance of the Occupational Health and Safety Act and other applicable legislation
o Enforces the Town’s Health and Safety Program, procedures and best practices.
o Implements, conducts, and ensures due diligence of all health and safety matters including but not

limited to training, risk assessments, workplace inspections, investigations, procedures and
correcting hazards.
The foregoing is intended to outline the general description of the duties and responsibilities for this position.
It is not intended nor should it be interpreted as a complete description. The Town of Georgina reserves the
right to amend this position description at any time provided that such change does not represent a
substantive change in the purpose or essential nature of the position.

Minimum Qualifications:Education and Training:
  • University degree in Government Administration, Political Science or related discipline from an accredited
University;

  • AMCT designation or specialized courses such as Parliamentary procedures and/or other formal academic
training in government administration.

Experience:
  • Four (4) years’ progressive experience in municipal government at a supervisory/management level;
  • One (1) year on the job for the period of adjustment, orientation, and adaptation.
Knowledge:
  • Thorough working knowledge of municipal functions and responsibilities, applicable provincial legislation,
regulations, Council secretariat functions, and election requirements and processes.

Competencies:
  • Strong analytical, problem-solving, organizational, communication, leadership and supervisory skills;
  • Proficient in MS Office software and familiarity with document management, scanning functions and various
other software for elections, Municipal Connect, eScribe, GIS, budget etc.;

  • Valid Class 'G' Driver's license and reliable vehicle to use on corporate business;
  • Driver’s Abstract in good standing required to operate Corporation vehicles;
  • Availability to attend evening and/or weekend meetings.
Physical Demands and Working Conditions

  • Normal office conditions.