Director, Legislated Services/City Clerk
City of Kitchener
Kitchener, Ontario
3d ago

Responsibilities :

  • Leads and directs all functions of the division to ensure that divisional goals and objectives align with departmental and corporate goals and priorities, including the developmentof strategic and operationalwork plans, projects, and procedures to effectively deliver quality services to meet the corporation’s service needs.
  • Oversees the implementation of administrative, technical, and financial systems, processes and service delivery standards for all divisional work areas and evaluates to ensure effectiveness.
  • Directly supervises the work of the Manager, Council / Committee Services and Deputy City Clerk; Manager, Licensing; Manager, Corporate Records & Archive Services;
  • and Administrative Assistant.

  • Reorganizes duties and responsibilities among management team and their staff as required.
  • Provides leadership, mentoring, and counsel to divisional staff; ensures continued divisional quality of service through employee development, performance management, succession planning, and recruitment.
  • Acts as parliamentarian at open and closed Council meetings and provides strategic procedural advice with respect to meeting governance to ensure the proper and orderly conduct of Council business.
  • Ensures the appropriate systems, programs and processes are in place to record Council / standing committees’ business and decisions;
  • and ensures the appropriate availability and distribution of agendas, minutes, reports, resolutions, and by- laws.

  • Interprets legislative requirements and provides advice and guidance to Council and staff accordingly.
  • Develops policy for Council’s consideration, or reviews policy developed by others to ensure compliance with a wide variety of legislated requirements.
  • Formulates procedures to implement City policies and requirements under provincial legislation as it pertains to divisional responsibilities and the statutory functions of the City Clerk, Chief Returning Officer for elections, and the City’s Head of the Institution for the purposes of the Municipal Freedom of Information and Protection of Privacy Act.
  • Ensures statutory requirements and deadlines related to vital statistics, business and lottery licensing, records and information management, Council / standing committees, municipal elections, and municipal governance are fulfilled.
  • Acts as Access and Privacy Head for the Corporation, advising staff and Council regarding the application of the Municipal Freedom of Information and Protection of Privacy Act, and overseeing the implementation of policies, procedures, and mechanisms to ensure compliance.
  • Oversees all aspects of the process for appointment of members to Council advisory committees, boards, and the Nominating Committee including advertising;
  • receipt and processing of citizen applications; preparation of applicant information for Council consideration; management of the Nominating Committee and Council appointment meetings;
  • and regulating the balloting process.

  • Signs all deeds, agreements, by-laws, and other documents on behalf of the Municipal Corporation and in accordance with Council decisions.
  • Performs duties as a Commissioner of Oaths for the swearing of affidavits and signing of official documents for the public, and acts as a signing authority for official documents of the City.
  • Acts as the City’s Chief Returning Officer, responsible for conducting elections for lower and upper-tier municipal governments and four (4) school boards including but not limited to establishing voting subdivisions, voting locations, requirements for hiring and training of approximately 500 election workers, procuring election-related equipment, designing and printing ballots, and all processes and procedures to ensure a legally-binding and accessible election in accordance with all related legislation.
  • Organizes legal / statutory component of Council Inauguration.
  • Co-ordinates provision of new Council-elect orientation training as required.
  • Acts as official spokesperson for media communications during elections.
  • Prepares annual Capital and Operating budgets for the division, monitors revenues and expenditures throughout the year, and provides input and recommendations.
  • Requirements :

  • Must have 7-10 years of progressive and diversified municipal government experience.
  • Must have a minimum 3-year university degree in Business, Political Science, Public Administration, or a related field.
  • Professional experience with planning municipal elections, preferably in Ontario, including knowledge of election processes, practices, technology / equipment, election worker recruitment and training.
  • Comprehensive knowledge and experience with applicable access and privacy legislation / regulations and orders of the Information and Privacy Commissioner of Ontario;
  • licensing legislation / regulations pertaining to marriage, business, and lottery licensing activities; and legislation affecting statutory notices.

  • Comprehensive knowledge and experience with various provincial legislation including the Municipal Act, Municipal Election Act, Municipal Conflict of Interest Act, Statutory Powers Procedure Act, Planning Act, Ontario Heritage Act, Vital Statistics Act, Marriage Act, Assessment Act, Commissioners for taking Affidavits Act, Municipal Freedom of Information & Protection of Privacy Act and other general statutes governing municipal operations in Ontario.
  • Knowledge of municipal-level parliamentary practices and procedures, Council / standing committee structure, minute-taking, agendas, and by-laws.
  • Knowledge of municipal politics and governance; and an understanding of municipal governing jurisdiction within a two-tier system.
  • Superior leadership, negotiation, communication and human relations experience and political acuity to deal diplomatically and tactfully with elected officials, internal and external parties, other levels of government, citizens, and the media;
  • to manage, develop, mentor, and motivate staff; and to provide guidance to Council and staff accordingly.

  • Strong analytical, critical thinking and problem-solving skills.
  • Ability to present issues and reports to Council and committees and represent the division on various committees. Or Experience presenting to large groups at a senior leadership level
  • Experience developingstrategic and operational plans, processes, and policies to support municipal by-laws, legislativerequirements, and corporate objectives.
  • Experience in preparing and managing operating and capital budgets.
  • Proficient with Office 365 applications (e.g., Word, Excel, PowerPoint, Outlook, Teams).
  • Demonstrated ability to maintain a high standard of professionalism, transparency, sound judgment, diplomacy, and confidentiality.
  • Ability to work and alter hours as needed to attend evening Council / Caucus meetings and to meet deadlines.
  • Ability to support and project values compatible with the organization and to participate as an effective team member.
  • In accordance with the City of Kitchener’s Mandatory Verification of COVID-19 Vaccination Policy, new City of Kitchener employees (or employees rehired after a break in service of more than 3 months) are required to be fully vaccinated as a condition of hire, subject to accommodations required in accordance with the Ontario Human Rights Code.

    We are committed to diversity and inclusion and thank all applicants in advance.

    Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code.

    We thank all applicants for their interest, however only candidates selected for further consideration will be contacted

    Please note that as per Human Resources Policy HUM-HIR-110, "Employment of Relatives of Staff Members and Elected Officials" :

    The immediate relatives of staff of the Human Resources Division, all Directors, General Managers, or the Chief Administrative Officer and Elected Officials shall not be employed by the City in any capacity.

    The immediate relatives of all other Management personnel shall not be employed where such employment would be :

    1. within the same Department in the case of permanent full-time, temporary full-time and part-time classifications.

    2. within the same Division in the case of students."

    Union Affiliation

    Non-Union / Management

    Hours of Work

    Monday Friday (35 Hours per week)

    Grade 12

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