Job Description

The Deputy Clerk plays a vital role within the Legislative Services division, supporting the Clerk in areas such as policy development, project management, council secretariat administration, and municipal elections. This position helps ensure the organization complies with relevant regulatory and statutory requirements. The Deputy Clerk is a subject matter expert and leads complex initiatives on behalf of the Legislative Services division.

Benefits and Perks

Employer paid Group Health, Dental and Life Insurance after three months of employment OMERS Pension Plan from the date of hire Professional Development and Skill Based Training Opportunities Alternate Work Arrangements Wellness, Social and Staff Ambassador Committees Employee and Family Assistance Plan Perks and Savings Partnerships

Compensation

$84,688 - $99,073 per annum

Qualifications

University Degree in Business, Public Administration, Political Science or associated discipline. Master's degree would be considered an asset. Minimum three (3) years of demonstrated experience in a Municipal Clerk's Department or similar Municipal/Public governance environment is required. Certification in the Municipal Administration Program or Certified Municipal Officer designation through AMCTO or willingness to attain. Proven political astuteness, tactfulness, and knowledge of municipal government processes and parliamentary procedure. Demonstrated proficiency with electronic applications for agenda management (eScribe is an asset) and election management, as well as a complete familiarity working with the Microsoft 365 suite of tools (Outlook, Word, Excel). Demonstrated knowledge and understanding of government policy development and decision-making processes and of the legislative and regulatory framework governing municipalities. Ability to align Legislative Services with departmental and corporate goals and objectives while fostering collaborative and cooperative working relationships to better facilitate cross-departmental projects. Thorough working knowledge of municipal legislation/regulations including the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Municipal Elections Act, Planning Act, Municipal Conflict of Interest Act, Marriage Act, and other related legislation. Previous municipal election experience will be considered a strong asset.

Responsibilities

Assist in performing the statutory duties of the Manager, Legislative Services/Municipal Clerk (Registrar, Official Signatory, Elections Officer, Licensing Officer, Freedom of Information (FOI) Requests, etc.) as required by the Municipal Act, the Municipal Elections Act and other related Acts of the Legislature. Serve as a resource to departments, under the direction of the Clerk, by advising staff on legislative requirements, policies and procedures related to corporate activities Research, interpret, and draft by-laws, agreements, reports, and documents utilizing information obtained from statutes, policies, other government jurisdictions and public input. Lead the development of the corporate policy manual, including the maintenance, revision and development of corporate policies and procedures in conjunction with subject matter experts and municipal staff. Provide professional guidance to advisory committees of Council, under the direction of the Manager, Legislative Services/Municipal Clerk, in accordance with the Committee By-law and associated legislation, including serving as recording secretary as needed. Contribute to the development, maintenance and implementation of legislative/corporate initiatives and lead related projects including coordinating with staff across all municipal departments. Support the development of reports, dashboards, and other visual data products for various service and business areas of the Corporate Services Department. Facilitate corporate education and training related to Legislative Services initiatives, policy framework, accountability and transparency framework, elections, projects and responsibilities. Act as System Administrator, responsible for the maintenance and training associated with meeting management software and other applications and tools overseen by the Legislative Services Division. Attend meetings of Municipal Council, Committee of the Whole and Public Meetings as required and provide support services as directed by the Manager, Legislative Services/Municipal Clerk. Assist with implementing decisions and policies of Council. Prepare and coordinate agendas for Council, Special Council, and Public Meetings as required, ensuring accuracy, completeness, and compliance with legislative requirements. Assist in the administration and management of municipal properties and real estate assets, including facilitating land acquisition, disposition, and leasing activities in accordance with relevant municipal policies and regulations. Supporting negotiations and the preparation of agreements, deeds, and legal documents related to municipal land transactions. Serve as the Deputy Returning Officer for the municipal election. This includes the administration and organization of the election in compliance with the Municipal Elections Act, under the guidance of the Clerk. Appointed Deputy Division Registrar and supervise, as required, the administration of the issuance and entry of marriage licenses, burial permits and death registrations in accordance with the Vital Statistics Act and the Marriage Act. Act as a Commissioner of Oaths for the swearing of affidavits for the benefit of the Corporation and the general public. Delivers exceptional customer service with respect to providing accurate information to service providers, the general public, and/or staff to address a variety of inquiries. Adhere to high standards of ethical behaviour and demonstrate their understanding that their personal actions impact the public's perception of the Municipality. Conducts civil marriage ceremonies as required, under the guidance of the Clerk, in accordance with municipal by-laws and provincial legislation. Perform other duties as assigned by the Manager, Legislative Services/Municipal Clerk.

Skills and Abilities

Excellent time management and organizational skills. Adept at effectively dealing with multiple competing priorities while consistently meeting deadlines. Problem-solving skills, discretion and good judgement when handling confidential/sensitive information and communicating with individuals regarding controversial matters; sensitivity and ability to maintain security of files. Ability to review legislation and provide interpretation and advice to members of Council and senior leaders in the corporation. Advanced interpersonal skills, with ability to interact effectively with all municipal staff, elected officials, residents, businesses. Well-developed project management, analytical, problem-solving, flexibility, research, and organizational skills to coordinate activities of self and others in accordance with corporate practices. Excellent report and policy writing skills and the ability to communicate complex ideas in plain language for a variety of audiences. Experience interpreting legal or policy documents is highly valued. Exceptional computer skills including expertise with the use of Meeting agenda software and full suite of Microsoft Office.

Other

Valid and satisfactory 'G' driver's license and access to own vehicle. Valid and satisfactory Criminal Record and Judicial Matters Check. Work involves mental and visual concentration with frequent interruptions. Attendance at Council meetings as required, which includes attendance at regularly scheduled evening Council/Committee meetings. Availability to accommodate peak periods that may extend beyond the normal workday, evenings and weekends as required.

Submit an Application

Please submit your cover letter and resume online at Careers - Municipality of Port Hope by Sunday, August 3, 2025. Interviews may be scheduled in advance of the closing date.


The Municipality of Port Hope is a progressive employer who believes a diverse and inclusive workplace strengthens the team and fosters an environment where everyone feels as though they belong and their dignity, beliefs and identity are respected.


We are committed to creating and sustaining an environment that provides a supportive workplace and equal opportunity for all employees. Accommodations can be requested throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act.


Applications will be reviewed, and interviews may be scheduled prior to the job posting closing date. All applicants will receive an automated email confirming the submission of their application, but only those candidates selected for an interview will be further contacted by Human Resources.


Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and the Municipal Act, as amended.




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