The City of Quinte West is situated on the shores of the beautiful Bay of Quinte. We are located directly along the Highway 401 corridor approximately 1.5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560people make Quinte West home. Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family. Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call “home”.
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Position:
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Deputy City Clerk and Accessibility Coordinator
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Department:
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Corporate Services
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Division
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Legislative Services
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Reports to:
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Director of Corporate Services and City Clerk
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Corporate Services:
This department is responsible for providing administrative support services, as needed, to Council and to all City departments. The department carries out the statutory duties for the City’s Clerk’s Office, which includes among other things, preparation of agendas, recording minutes, preparing by-laws, maintaining records, licencing, elections, and maintaining vital statistics. The department is also responsible for the telecommunications and information technology needs of the City.
Legislative Services
The Legislative Services division delivers a range of civic services and legislative duties in collaboration with all municipal departments, elected officials, other levels of government, and the general public. These functions include supporting Council and Committee proceedings, overseeing the City’s information management program, administering municipal elections, issuing licences and processing Municipal Freedom of Information and Protection of Privacy (MFIPPA) access requests.
Purpose and Scope:
This position participates in the operation of the Legislative Services division and is called upon to represent the City Clerk as necessary. It will play a role in matters related to Council, procedural and governance issues, municipal elections, corporate records management and vital statistics including burial permits and marriage licencing. In addition, this position is directly responsible for municipal licencing, provincial licencing, (active) cemetery administration, land transactions, and management of issues and requests related to the Municipal Freedom of Information and Protection of Privacy legislation.
This position will also be responsible for the coordination of the accessibility needs of the City of Quinte West. The Deputy Clerk and Accessibility Coordinator is responsible for coordinating the monitoring, maintenance, development and implementation of the corporate wide organizational program that meets the principles of accessibility in accordance with accessibility legislation including but not limited to the Ontarians with Disabilities Act and the Accessibility for Ontarians with Disabilities Act (AODA) and related legislation.
This position is a Statutory Officer and is appointed by Municipal By-Law in accordance with the Municipal Act and is required to perform the statutory and legislated duties of City Clerk as delegated by the City Clerk.
This position is a contributing team member responsible for the day to day work and executing operations in line with department approved policies, plans and programs as well as efficiently meeting service standards in the delivery of municipal services.
Duties and Responsibilities:
Deputy Clerk:
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Support the City Clerk’s function as Returning Officer as part of the Municipal Elections process.
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Draft by-laws, corporate policies and staff reports, as required.
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Maintain confidential departmental documents.
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Provide technical advice to Council and senior staff, where required.
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Respond to general inquiries.
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Assist the Manager/City Clerk with Municipal of Freedom of Information requests.
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Assist with special departmental research projects as required.
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Responsible for establishing policies and procedures for the administration of applications as prescribed in accordance with various By-laws of the municipality.
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Liaise with By-Law Enforcement Officers and other departments for the purpose of ensuring ongoing and new licencing conformity.
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Responsible for administration and coordination of City land transactions including road closures, land sales, document registration, lease and land inventory maintenance with the exception being Economic Development land transactions.
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Administration of active cemeteries including reporting to the appropriate Ministry.
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Accountable to ensure that all safety requirements are met by contractors or independent operators.
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The function of a Commissioner for taking affidavits, declarations and the administering of oaths for members of the public where required under any Act in force in Ontario.
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Act as Deputy Issuer of Marriage Licences.
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Act as Deputy Division Registrar for the processing of vital statistics (e.g. birth and death registrations) in accordance with Provincial regulations.
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Perform Civil Marriage Ceremonies under the authority of the Marriage Act.
Accessibility:
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Develop, coordinate, update and distribute the Municipality’s accessibility plan in accordance with Provincial legislation.
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Be a stakeholder in all city policy and procedures that have an accessibility component.
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Monitor provincial developments regarding the Ontarians with Disabilities Act (ODA) and the Accessibility for Ontarians with Disabilities Act (AODA) and related legislation including AODA standards and examine municipal implications and requirements for compliance.
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Coordinate the creation and maintenance of a communications strategy and adapt service to new requirements of the AODA.
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Coordinate and act as a liaison between City departments to ensure accessibility legislation is compiled with.
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Ensure that departments are aware of their responsibilities under the AODA and to coordinate training to meet legislative requirements.
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Provide advice to the Municipal Accessibility Advisory Committee with respect to research, report writing, correspondence and other procedural matters.
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Prepare all meeting agendas and materials for the Municipal Accessibility Advisory Committee.
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Assist and monitor Departmental initiatives to ensure progress towards commitments within the Accessibility Plan.
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Research and provide information dissemination to Departments with respect to issues, trends and other technical matters related to the removal of barriers for persons with disabilities.
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Monitor and coordinate the application for potential funding with respect to accessibility projects.
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Prepare reports and presentations on accessibility.
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Act as the Municipality’s main point of contact for accessibility matters.
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Conduct accessibility audits on Municipal facilities, programs, policies and procedures and make recommendations for accessibility upgrades.
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Demonstrate a commitment to learning and overall professional development.
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Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures.
Note: The above duties and responsibilities are representative of a typical position and are not to be construed as all inclusive.
Competencies:
This position will:
Demonstrate the City’s core corporate competencies:
Demonstrate the City’s individual contributor competencies:
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Customer Focus
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Planning and Organizing
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Drive for Results
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Problem Solving
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Communication
Demonstrate the position competencies:
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Approachability
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Business Acumen
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Composure
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Interpersonal Savvy
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Ethics and Values
Contacts:
The position will have direct contact with:
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Internal:
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Chief Administrative Officer, City Clerk, all City Directors and Managers, Council and Committees where appropriate, all City staff.
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External:
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General Public, Federal and Provincial Ministries or agencies, Solicitors, Consultants, representatives of other municipalities, Community groups and organizations, charitable organizations, City Volunteer groups, Accessibility Advisory Committee.
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Education/Specialized Training/Skills:
The position will require:
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A minimum of a two (2) year community college diploma in Public Administration, Business Administration, Commerce, Political Science, Paralegal, or a related field, or an approved equivalent combination of education and experience.
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Communication and public relations skills as well as a commitment to understanding and meeting customer/community needs.
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Excellent technical skills to create, edit and collaborate on documents.
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Excellent knowledge and adaptability to different software tools that would be used in an office environment including but not limited to email, word processing, spreadsheets, workflow and records and ERP systems.
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Ability to interact effectively with all staff.
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Ability to interpret By-Laws and Regulations.
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A highly developed sense of professionalism, tact and diplomacy.
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Demonstrated respect for confidential and sensitive issues.
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Demonstrated customer service and public relations skills.
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Demonstrated ethical behaviour and business practices.
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The ability to work with a diverse group of individuals in a team environment.
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A commitment to providing high quality, cost effective services to the City and the community.
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Strong organizational skills with the ability to prioritize work in a demanding environment.
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Strong and effective analytical, critical thinking and problem solving abilities.
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Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
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Strong written and verbal communication skills.
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Strong and effective analytical, critical thinking, and problem solving abilities.
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Ability to obtain and maintain a satisfactory criminal record check, deemed satisfactory to the employer.
Nice to have:
Although not required, the following would be considered an asset to the position.
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Demonstrated knowledge and experience working with numerous and applicable legislation with superior knowledge of the Municipal Act, Municipal Elections Act, Gaming Control Act and related provincial policies, terms and conditions; Municipal Freedom of Information and Protection of Privacy Act and Provincial Offences Act.
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Understanding of legislative framework affecting records management in municipal government.
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Training in provincially regulated vital statistics and lottery licencing.
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Demonstrated knowledge and understanding of the Ontarians with Disabilities Act 2001, the Accessibility for Ontarians with Disabilities Act 2005 (AODA), the Integrated Accessibility Standards Regulation (IASR), the Ontario Human Rights Code (OHRC) and other provincial and federal legislation impacting persons with disabilities and related legislation.
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Thorough knowledge of current issues facing local government in Ontario, particularly as they relate to the portfolio.
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Certified Municipal Officer (CMO) designation.
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Valid Class G Driver’s Licence and a safe driving record in good standing, satisfactory to the employer.
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The ability to communicate in both English and French.
Work Experience:
This position requires:
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A minimum of four (4) years of related experience, preferably in a legislative and enforcement function with special emphasis on accessibilityrelated issues, or a related field.
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Experience influencing, leading and coordinating the activities of individuals and groups.
Nice to have:
Although not required, the following would be considered an asset to the position.
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Experience working in a legal environment as a Paralegal.
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Direct experience with Municipal Council procedure, governance and municipal election functions.
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Experience and thorough understanding of municipal records management systems and policies.
Decision Making:
The position is responsible for actions taken to manage records; methods, procedures, processes and techniques. The position also requires an ability to analyze the appropriateness of all applications for licences as provided for by local By-Laws and/or Provincial regulations.
The position is responsible for providing timely, accurate advice to the Director of Corporate Services/City Clerk, department staff and other City departments where appropriate.
Supervision:
This position provides leadership, training, and guidance to division staff with no formal supervisory responsibilities over these staff with respect to human resources, disciplinary, or budgetary matters.
Work Environment:
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Work in an office environment on a regular basis with occasional exposure to outside elements.
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Regular requirement for extended hours. (Evening meetings, etc.)
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Attend evening Council meetings on a regular basis.
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Attend evening Committee meetings on a regular basis.
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Occasional travel outside the municipal boundaries will be required.
Note: This posting is for an existing full time vacancy.
What we offer you:
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OMERS pension plan
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Competitive employer-paid extended health benefits
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Minimum of 3 weeks vacation
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Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes:
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Hybrid work model for eligible positions
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Flexible start time for eligible positions
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Compressed biweekly work schedule for eligible positions
Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). We thank all applicants who apply but advise that only those selected for an interview will be contacted. The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. 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 contact the Human Resources Department at 613-392-2841 ext. 1106 or hr@quintewest.ca to ensure your accessibility needs are accommodated throughout this process. Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position. The City of Quinte West does not use artificial intelligence (AI) to screen, assess, or select candidates in its recruitment processes. All applications are reviewed and assessed by Human Resources staff and the hiring manager.
