City Clerk
The City Clerk is a statutory officer of The City and a key member of the senior management team. Reporting directly to City Council, the City Clerk is responsible for fulfilling all legislative obligations under The Cities Act, and other applicable provincial and municipal legislation. The role provides strategic leadership, legislative guidance, and operational oversight for the City Clerk’s Office. The City Clerk ensures transparent, accountable, and compliant governance processes, acts as the primary procedural advisor to Council, and upholds the integrity of the City’s democratic and legislative functions.
Major Duties and Responsibilities
Governance Leadership & Council Support
- Lead, oversee, and manage all aspects of City Council and Council Committee meeting processes, including agenda preparation, minute recording, decision distribution, follow-up actions, and public notification requirements.
- Serve as Council’s primary advisor on municipal procedure, legislative interpretation, and meeting conduct.
- Provide strategic recommendations to Council on governance matters, legislative implications, and procedural best practices to support informed decision-making.
- Ensure all City policies, bylaws, and resolutions are accurately processed, maintained, and enacted in accordance with legislative requirements.
Senior Management Team Participation
- Contribute to corporate planning, strategic priorities, and organizational initiatives.
- Provide the City Manager and Department Heads with expert legislative guidance.
- Foster strong interdepartmental relationships to ensure effective implementation of Council decisions.
Departmental Leadership & Administration
- Plan, organize, direct, and evaluate all activities of the City Clerk’s Office, ensuring alignment with corporate objectives and legislative obligations.
- Supervise, coach, develop, and evaluate staff using sound leadership and performance management practices.
- Establish consistent standards, policies, procedures, and quality controls for document management, legislative compliance, and public communication.
- Oversee departmental budgeting, resource allocation, and long-term operational planning.
Legislative Compliance & Corporate Records
- Ensure corporate compliance with municipal bylaws, City policies, The Cities Act, and all other relevant provincial and federal legislation.
- Maintain the City’s corporate seal, official records, and other statutory documents as required by law.
- Provide interpretation of legislation and policy for Council and administration.
- Oversee the City’s records management program, ensuring secure, accurate, and efficient retention, retrieval, and disposal of records.
Access to Information & Privacy (LAFOIP)
- Serve as the Head under The LAFOIP Act.
- Direct and coordinate all LAFOIP processes, including access requests, privacy protection measures, and breach response.
- Ensure the City meets all statutory requirements related to personal information, confidentiality, and public access.
Municipal Elections
- Serve as the Returning Officer for Civic and In-City School Board Elections.
- Oversee and supervise all aspects of election administration, including planning, staffing, logistics, training, legislated procedures, and official results.
- Ensure election processes are transparent, accessible, and compliant with The Local Government Election Act.
Additional Responsibilities
Exercise delegated authority under The Cities Act and the City’s Procedure Bylaw.
Key Behavioural Competencies
Political Acumen
- Demonstrates awareness of governance dynamics, political sensitivities, and the broader implications of decisions.
- Provides objective, impartial advice to Council and administration to support sound decision-making.
Compliance & Integrity
- Ensures adherence to legislation, bylaws, and policy while promoting a culture of transparency and accountability.
- Maintains the highest ethical standards in handling confidential and sensitive information.
Planning
- Develops, communicates, implements plans and articulates in a clear, logical, and purposeful manner.
Leadership & People Management
- Delegates effectively, empowering staff while supporting their growth and development.
- Demonstrates strong coaching, mentoring, and change management skills.
Commitment to Organizational Excellence
- Prioritizes corporate objectives and helps advance the strategic goals of City Council.
- Sets clear expectations and drives continuous improvement.
Relationship Building
- Builds and maintains respectful, effective working relationships with City Council, Department Heads, staff, stakeholders, and the public.
- Acts as a trusted, impartial source of information and procedural guidance.
Qualifications (Education, Training, Experience)
- One of the following:
- Certificate in Local Government Administration, plus a minimum of 7 years of progressively responsible municipal government experience; or,
- University Degree in Public Administration or a related field, plus 7 years of progressively responsible municipal government experience.
- Demonstrated experience advising senior leadership or elected officials in a municipal or governmental setting.
Key Knowledge, Technical Skills and Abilities
Knowledge of:
- Relevant legislation including The Cities Act, The Local Government Election Act, LAFOIP, and other provincial legislation.
- City Council’s Procedure Bylaw and parliamentary procedures.
- Legal procedures and Quasi-Judicial process.
- Administration and organization of The City and the operation and relationship of City Council and its committees.
Ability to:
- Interpret, apply, and provide authoritative guidance on legislation, bylaws, and policy.
- Lead and manage departmental operations and staff effectively.
- Communicate complex information clearly to a wide range of audiences.
- Build strong working relationships with elected officials, staff, community partners, and the public.
- Identify and assess areas for improving consistent, effective process management.
- Effectively use a variety of computer software programs including word processing, database, spreadsheet, and presentation applications.
