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Why Choose Loyalist for Your Next Great Career Opportunity? Loyalist Township is committed to developing employees who are passionate about making a difference.  We support employees to grow their strengths, and together we will reach our collective full potential as an employer of choice. We offer excellent pay and benefits including a defined benefit pension plan, OMERS. Service to our community, and to each other is what we do.

Loyalist Township is a growing community of over 18,000 residents situated on the north shore of Lake Ontario between the Town of Greater Napanee and the City of Kingston. The Township is a blend of rural and urban areas with a number of smaller hamlets throughout, including its very own island community, accessible by ferry. It is an outdoor-lovers dream, with a Great Lake on the doorstep and beautiful Canadian shield lakes and provincial parks minutes away to the north.  Next door is the historic City of Kingston, which boasts an amazing downtown core right on Lake Ontario, full of excellent restaurants and nightlife offerings. We are also connected to large urban centres by the 401, with the GTA two hours to the west and Ottawa two hours to the east.

POSITION SUMMARY:

The Clerk acts as a statutory officer of the Municipality and fulfils the statutory duties under various Acts and is responsible for the effective planning, administration, management, and operation of the Clerk’s Division in accordance with the Municipal Act, S.O. 2001, c.25 and all other related legislation, statutes, and regulations.

The Clerk plays an integral role by providing trusted advisory services, comprehensive reports, recommendations, information, research, guidance, direction, and advice to Council, senior management staff, and the public. The Clerk demonstrates leadership skills, conflict resolution skills, and a passion for providing exceptional support services with the goal of increasing transparency, accountability, and opportunities for public input on the decision-making process.

RESPONSIBILITIES:

• Perform statutory duties of the Municipal Clerk pursuant to provincial legislation, including but not limited to the Municipal Act, 2001, Municipal Election Act, 1996, Drainage Act, Municipal Freedom of Information and Protection of Privacy Act, Vital Statistics Act, Accessibility of Ontarians with Disabilities Act and the Planning Act, and all other acts necessary to accomplish the duties of the Clerk, including organizing and maintaining records of council and official documents of the corporation.
• Attend all Council and Committee of the Whole and closed session meetings. Provides advice to senior management and members of Council or Committee on procedural matters, conflict of interest matters, code of conduct, remuneration, motions, closed sessions discussions, and any other protocol about the decision-making process. Records proceedings of council and committee meetings and/or oversees the provisions of council secretariat and administrative support functions.
• Perform statutory duties as the “Head” under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and lead the management of corporate records and implement initiatives, policies and procedures to promote ease of access to information, authorizing disclosure of records in accordance with provisions of the Act, and oversee the coordination/organization and maintenance of the corporate records management function.
• Ensure integrity of the municipal election by carrying out the statutory duties of “Returning Officer” as prescribed by the Municipal Elections Act including coordinating and managing municipal elections and by-elections.
• Respond to inquiries and complaints from the public, other levels of government, elected officials, local boards/commissions, solicitors and developers on municipal functions and processes, Council matters, land conveyances, and interpretation of municipal legislation.
• Oversee the corporate services provided through the Clerk’s Division including but not limited to management of corporate agreements, staff reports, by-law and land transfers, vital statistics, communication related activities and perform functions of Division Registrar and Issuer in accordance with the Vital Statistics Act.
• Assess staffing needs of the Clerk’s Division and recommend changes and organizational structure changes, participate in recruitment processes, and make effective hiring/organizational recommendations to the Director. Attract, select, nurture, and retain the best available talent, ensuring continuity in the team through development of appropriate succession planning. Conduct performance evaluations and provide mediation, negotiation, coaching and mentoring as necessary.
• Manage and administer the corporation’s insurance claims, risk management, and claims management program.
• Prepare current operating budget and recommend longer-range fiscal forecasts for the division; administer/monitor the approved budget including authorization of expenditures and maximization of revenues; and contribute as necessary on various project teams.

MINIMUM QUALIFICATIONS:

Education

• College diploma in public administration, political science, law, business administration or related field.
• CMO, AMP or AOMC designation from AMCTO or a related designation.

Experience

• Five (5) years progressive experience in municipal government at a senior level and municipal supervisory experience in a unionized environment.

Preferred Experience

• Thorough understanding of municipal services, administrative environment and municipal relationships with other levels of government.
• Experience as Returning Officer for municipal/school board elections.
• Experience writing and managing administrative policies and procedures and by-laws.
• Experience with record management and electronic document management systems.

Knowledge/Skill/Ability

• Excellent interpersonal, project/time management, analytical, communication, presentation, facilitation, problem-solving/ mediation, negotiations, and coaching/supervisory skills.
• Ability to think and act strategically in a political and community service environment, to build strong and enthusiastic staff teams and external alliances/partnerships, to align departmental programs/services with divisional and corporate goals/objectives, and to champion the mission and values of the Township.
• Ability to promote a culture of inclusiveness and work with a diverse population of employees, council, boards, and the general public.
• Thorough working knowledge of Municipal, Provincial and Federal related legislation/regulations/guidelines including the Municipal Act, contemporary issues facing local government in Ontario, municipal government operations, principles, best practices and processes, and the Occupational Health and Safety Act.
• A demonstrated knowledge of Council secretariat functions and rules of procedure for meetings, electoral processes, and uses/opportunities for technology in a municipal environment.
• Exemplary verbal and writing skills to communicate with courtesy, tact, discretion, clarity, and accuracy, and for proofreading, editing, and writing reports and correspondence.
• Excellent leadership and management abilities.
• Ability to maintain confidentiality of information is critical.

Other Requirements

• Possess and maintain a valid Class ‘G’ driver’s license, in good standing and reliable vehicle to use on corporate business.
• Obtain and maintain satisfactory Criminal Record Check (CPIC).

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

WORKING RELATIONSHIPS:

Internal

Daily communication with Corporate Services, Strategy & Innovation staff, the Mayor and Council, and other municipal departments.

External

Daily communication with township residents; weekly communication with insurance representatives; and occasional communication with regulatory representatives and the municipal solicitor.

WORKING CONDITIONS:

• Normal office environment working conditions apply as well as working outdoors.
• Will be required to attend programs / events / location which may take place outdoors and / or in different facilities.
• May be seated for long periods (3-4 hours).
• Work hours vary, must be able to work a flexed schedule to equal a 35-hour week to accommodate evening and weekend programming requirements.
• Occasional lifting, carrying, and moving of items may occur.
• The use of a personal vehicle to transport equipment or supplies is required.

Note: The foregoing is intended to outline the general description of duties and responsibilities for this position.  It is not intended, nor should it be interpreted as a complete description.  Loyalist Township reserves the right to amend this position description at any time.

Loyalist Township values a diverse workforce and looks to attract and retain people who will work together to provide excellent service to our residents, visitors, business partners, and each other. If you are looking for a rewarding opportunity to work with a team of professionals dedicated to promoting the quality of life and prosperity of our community, come join us!

In accordance with the Accessibility for Ontarians with Disabilities Act, Loyalist Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process. Please contact the Human Resources team at hr@loyalist.ca or 613-386-7351 ext. 149 if you require accommodation.