Deputy City Clerk (25-137)

Job Title: Deputy City Clerk

Bargaining Unit: Non-Union

Language Requirement: Bilingual - English and French

Who we are

Cornwall is a beautiful community with a population of 47,000 situated on the banks of the St. Lawrence River in Eastern Ontario. The city offers a wide array of urban amenities, making it an excellent place for a career and raising a family. With a growing economy, expanding population and fantastic quality of life, there has never been a better time to start the next phase of your career with the City of Cornwall! Cornwall is a diverse and progressive community where residents and partners feel safe, welcomed, and enjoy a high quality of life supported by access to financially responsible and sustainable municipal services and infrastructure.

Position Summary

The Deputy City Clerk plays an important role in supporting the City Clerk in the administration of municipal operations and governance. This position involves assisting with the coordination and execution of Council and committee meetings, maintaining accurate records, and providing support to the City Clerk and Council while ensuring compliance with relevant legislation and governance. The Deputy Clerk serves as a key resource for both the public and municipal staff, facilitating communication and providing information on municipal governance and processes.

Key Responsibilities

• Assist the City Clerk in overseeing the preparation and distribution of agendas, minutes, and reports for Council meetings.
• Conduct the filing, retention, and retrieval of official municipal records and documents, ensuring compliance with legislative requirements.
• Actively participate in a leadership role in all facets of the administration of municipal elections, including candidate nominations and voter information dissemination.
• Acts as Deputy Returning Officer under the Municipal Elections Act, Deputy Division Registrar (burial permits), Lottery License Officer, and executes documents and affidavits as a Commissioner of Oaths.
• Respond to public inquiries regarding municipal services, bylaws, and governance, fostering positive community engagement.
• Coordinate the logistics for Council meetings and committee meetings, including venue arrangements and technology setup.
• Conduct research and analysis to prepare submissions (by-laws, Notices of Motion, Resolutions, and reports) for Council and various committees.
• Facilitate training and support for staff regarding records management and municipal processes.
• Assist in budget preparation and monitoring for the City Clerk’s Office, ensuring efficient use of resources.
• Provide accessibility expertise and legislative guidance to planning, communications, and policy development activities, acting as a staff resource for the Municipal Accessibility and Advisory Committee.
• Assist the Clerk with 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. Leadership of Others
• Provide strategic direction and leadership to ensure team alignment with organizational goals, fostering collaboration, accountability, and high performance.
• Develop team capacity by coaching, mentoring, and identifying professional development opportunities, ensuring alignment with operational and organizational priorities.
• Guide and support team members to meet operational objectives, ensuring compliance with organizational standards, policies, and procedures while fostering a collaborative and respectful work environment.
• Play an active role in the recruitment process by participating in candidate screening, interviews, and hiring decisions while ensuring candidates have a positive experience.
• Facilitate the successful onboarding of newly hired employees by delivering comprehensive training and continuous development, ensuring alignment between their role, organizational objectives, and the municipality’s culture.
  
  

Position Requirements

Education & Certifications:

• Minimum of a diploma in Public Administration, Business Administration, or a related field.
  
  

Experience:

• Minimum of 5 years of experience in an administrative role, preferably within a public sector environment with at least 2 years in a leadership role.
  
  

Equivalent combination of education and experience may be acceptable.

Knowledge, Skills, and Abilities:

• Municipal Laws and Regulations: Understanding of provincial and local laws, rules, regulations, and policies that apply to municipal administration
• Parliamentary Procedures: Understanding of formal procedures and rules used in meetings to ensure orderly and efficient conduct.
• Election Procedures: Familiarity with methods and procedures used to prepare for and conduct municipal elections.
• Customer Service: Excellent customer service skills, including the ability to build positive relationships, interact positively with the public, and handle stressful situations with professionalism.
• Interpersonal Skills: Ability to build positive relationships with Council members and municipal staff, promoting collaboration and respect.
• Confidentiality: Ability to maintain discretion and confidentiality in handling sensitive information.
• Communication: Exceptional verbal and written communication skills, with the ability to prepare clear reports and interact effectively with the public.
• Organizational Skills: Ability to establish and maintain uniform correspondence and filing procedures.
• Attention to Detail: Strong attention to detail in managing records and documentation to ensure compliance with legal standards.
• Problem-Solving: Proven ability to identify challenges and develop effective solutions in a municipal setting.
• Technical Proficiency: Familiarity with municipal software systems, document management tools, and Microsoft Office Suite.
• Time Management: Ability to prioritize tasks and manage multiple projects simultaneously while meeting deadlines.
  
  

Working Conditions

• This position is primarily office-based, with some travel within the municipality for outreach and community engagement activities.
• Standard business hours, Monday to Friday, with occasional flexibility needed for Council meetings, committee meetings, or special events.
• Cognitive demands include being able to analyze situations and find practical solutions and handle multiple competing priorities.
• Physical demands include long periods of sitting at a desk and looking at a computer screen
  
  

If selected for this role, you will need to provide:

• Successful reference check (two work-related references, with a minimum of one being a direct supervisor)
• Criminal Record and Judicial Matters Check
• Proof of certifications
  
  

Additional Information:

The Corporation of The City of Cornwall strives to promote and demonstrate the values of Equity, Diversity, and Inclusion. We are committed to reflecting the diversity of the community we serve and encourage qualified candidates of all backgrounds and abilities to apply. Accommodation will be provided in all parts of the hiring process as required. Applicants need to make their needs known in advance. We thank all applicants for their interest, however, only those selected for interviews will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

The City of Cornwall is an equal-opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the City, we respect, encourage and celebrate our diversity. The City of Cornwall is committed to providing accommodation throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.

Please save a copy of this posting for your records. Please ensure that your application clearly demonstrates how you meet each of the required qualifications. Please note, selection for further consideration will be based on the information you provide in your application. Interviews may be conducted virtually through Microsoft Teams or in-person.