Assistant City clerk at City of Côte Saint-Luc

The City of Côte Saint-Luc is a dynamic municipality on the Island of Montreal with a population of approximately 35,000. The City prides itself on providing the highest level of services to its residents at a reasonable cost. We are currently seeking an Assistant City Clerk to join the City’s Legal Services and City Clerk’s Office.

Nature of the Position

As the Assistant City Clerk, you will hold a full-time management position with the City of Côte Saint-Luc. Reporting to the Director of Legal Services and City Clerk, you will participate in the administration of the activities of the City Clerk’s Office, ensure compliance with applicable laws and procedures, and act as a resource person for the various municipal departments on matters within your area of expertise.

Working Conditions

Work schedule: Monday to Friday ; 8h30-4h30

Employment type: Management role

Compensation: $91,800.11- $120,883.22

Main Responsibilities

City Clerk’s Office and Municipal Governance

• Attends Municipal Council meetings and, as required, preparatory working meetings and other meetings falling under Legal Services and the City Clerk’s Office.
• Drafts the minutes of Council meetings, preparatory working meetings and other meetings falling under Legal Services and the City Clerk’s Office, as required.
• Provides administrative follow-up on resolutions and collaborates with the various municipal departments on matters submitted to Council.
• Translates and reviews legal, administrative and corporate documents in English and French.
• Collaborates and coordinates with the various municipal departments on matters falling under Legal Services and the City Clerk’s Office.

Access to Information

• Processes access to information requests in accordance with the Act respecting Access to documents held by public bodies and the Protection of personal information and represents the City before the Commission d’accès à l’information, as required.

Elections and Referendums

• Acts as Secretary of Election and participates in the planning, organization and proper conduct of municipal elections, by-elections, referendums and any other electoral process provided for by law.
• Maintains electoral and referendum registers, as well as other registers entrusted to the City Clerk’s Office, in accordance with legal requirements.

Claims, Recoveries and Insurance

• Carries out the required follow-ups regarding claims and recoveries in order to protect the City’s interests and, where required, recover amounts owed to the City.
• Assists employees in preparing reports related to incidents and claims to ensure complete documentation and protect the City’s interests.
• Analyzes claim files and makes recommendations to the Director of Legal Services and City Clerk regarding the settlement or denial of a claim.
• Ensures the required administrative follow-up with the City’s insurers, contractors’ insurers and other stakeholders involved.
• Coordinates and provides administrative follow-up on recovery files with the municipal departments concerned.
• Collaborates in the renewal of the City’s insurance policies and the updating of insurable values.

Qualifications and Education

• Excellent proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint and Teams) and office software.
• Excellent time-management skills.
• Ability to mobilize employees to ensure the production of accurate documents and information.
• Demonstrates initiative, autonomy and excellent judgment.
• Excellent problem-solving, interpersonal and communication skills.
• Ability to work independently and as part of a team.
• Ability to multitask and handle stressful situations.
• Excellent command of English and French, both spoken and written
• Law degree from an accredited university.
• Minimum of two years of relevant experience which demonstrates the ability to perform the duties as described.
• Experience in a public agency (an asset).
• Be a member in good standing with the Barreau du Québec.

Note

Candidates may be required to complete a competency test in both French and English.

Additional Notes

The masculine gender is used solely to simplify the text. The City of Côte Saint-Luc thanks all applicants for their interest. However, priority will be given to candidates whose profiles best match the position requirements.

Equal Employment Opportunity

The City of Côte Saint-Luc is committed to the principles of equity and inclusion as part of its Equal Employment Opportunity Program. We encourage applications from women, visible and ethnic minorities, Indigenous peoples, and individuals with disabilities.

If you require accommodation during the selection process, please inform us and we will work with you confidentially to meet your needs.

Language of Work

The City is a recognized organization under the Charter of the French Language and is authorized to use both French and another official language.

Application Process

We thank all applicants for their interest. However, only those selected for an interview will be contacted.