Municipal Clerk

Job Summary

The Municipal Clerk is a leadership role and is responsible for the overall statutory duties of the Clerk according to the Municipal Government Act (MGA) and other provincial legislation. This includes upkeeping a minute book for Council proceedings, coordinating and scheduling Council and other standing committee meetings, and keeping the bylaws and policies of the Municipality.

Accountability

The Municipal Clerk reports directly to the Deputy Chief Administrative Officer (DCAO).

Specific Job Responsibilities

1. Leadership, Staff Development, and Clerk’s Office Administration

· Provide daily support, leadership, coaching, and mentoring to staff under their direction

· Ensure processes and standard operating procedures are in place for staff understanding

· Follow all personnel policies and procedures for the effective performance management and succession planning of staff

· Develop annual training plans for staff to prepare for succession planning and cross-training

· Develop and monitor the budget and resource requirements associated with the Clerk's Office, including elections, governance systems, records management and related service

2. Governance and Legislative Compliance - Clerk Duties

· Assume responsibility the overall statutory duties of the Clerk according to the Municipal Government Act (MGA):

o record in a minute book all the proceedings of the council

o account for the attendance of each council member at every meeting of the council

o keep the bylaws and policies of the Municipality

o perform such other duties as are prescribed by the chief administrative officer, the council or an enactment

· Designate and maintains a municipal record available for public viewing pursuant to Section 7 of the Municipal Conflict of Interest Act of Nova Scotia

· Triage all public comments, complaints, requests for information, and requests for meetings with Warden and Council

· Serve as the custodian and coordinator of official municipal records in accordance with the provisions of the Municipal Government Act and municipal policies and bylaws

· Certify documents when required, and act as a municipal signing officer for all legal agreements

· Research and write bylaws, policies, and standard operating procedures as they relate to Council operations

· Oversee the publication and maintenance of governance-related information and statutory disclosures, including Council agendas and minutes, bylaws and policies, public notices, meeting schedules, declarations of interest, appointments, and other records required to be publicly available under applicable legislation.

· Monitor and communicate changes to applicable provincial legislation, regulations and municipal requirements affecting Council governance

· Coordinate and oversee the issuance of municipal statutory notices to ensure legislative compliance, including notices for public hearings, bylaws, policies, elections, meetings, notices of intent, appointments, and bylaw and policy amendments

· Provides legislative and corporate governance oversight and support by researching and interpreting applicable legislation and regulatory requirements to draft, review and maintain bylaws, corporate policies and standard operating procedures

· Manage the review cycles, amendments, repeals, approvals, readings and maintain administrative standards

3. Records Management and Information Management

· Oversee the maintenance of a comprehensive municipal records management system including paper and electronic, with defined policies and processes for matters including destruction

· Oversee the development of an electronic records management system, working in tandem with the Records Management Clerk and the Manager of IT

· Provide oversight and authority for the retention, disposition, and authorized destruction of municipal records in accordance with approved retention schedules, applicable legislation, and municipal policies

4. Municipal Elections and Statutory Processes

· Facilitate and oversee the conduct of all municipal elections, special elections, and plebiscites according to Section 4 of the Municipal Elections Act of Nova Scotia

· Serve as the designated Returning Officer for the Municipality

· Coordinate and oversee municipal election-related administrative and records management activities in collaboration with the Returning Officer and Records Management Clerk

· Coordinate the recruitment, advertising, selection, and training of temporary election staff and ensure staff are appropriately prepared to perform assigned election duties in accordance with applicable legislation, policies, and established election procedures. (job of returning officer, oversight)

· Ensure legislated timelines, advertising, and procedures are followed, required employees are hired, materials and supplies are available, and that all elections are carried out fairly

· Facilitate a new councillor orientation program after the swearing-in of each new Council or individually for Councillors elected in a special election

5. Committees and Council Support

· Responsible for the oversight of all Committee of the Whole, Planning Advisory Committee meetings, as well as other future assigned standing committees’ preparation; delegating appropriate tasks to the Deputy Clerk or Recording Secretary

· Ensure that agendas are prepared and circulated in advance of the meetings, minutes are taken, transcribed and distributed in a timely manner after each meeting, posted on the Municipality’s website, and consolidated into a book open to the public

· Oversee and provide administrative support to the Warden and Council Members respecting the preparation of correspondence, scheduling of key appointments, bringing awareness to important community milestones, coordinating meeting, and facilitating council presentations as requested

· Prepare a monthly staff accountability report for Council of previous directions and approved motions of Council with updates and tracking from assigned staff

· Oversee preparation of a monthly staff accountability report for Council of previous directions and approved motions of Council with updates and tracking

· Conduct research on various municipal and community matters when requested by the CAO or DCAO to help better inform Council decision making

6. Other Duties

· Cooperate with Regional Emergency Management Coordinator as the direct link between REMO, Warden and Municipal Council, coordinating briefings and updates for Council, and assists Chief Administrative Officer with operational needs during emergencies

· Other duties as may be assigned by the DCAO

Qualifications and Expectations

Education: Candidates must possess an undergraduate degree in business, public administration, records management, or a related field.

Certification: Possession of The National Advanced Certificate in Local Authority Administration (NACLAA) is considered an asset.

Experience: Candidates must have a minimum of 5 years’ experience working in a leadership capacity under records management or public administration, with exposure to municipal elections.

Knowledge: Knowledge of the MGA, municipal elections, public administration, and records management is required.

Skills: Advanced reading and writing skills are required. Typing speed of 50 to 70 WPM is considered an asset.

Requirements: Candidates must obtain a criminal records check to work for the Municipality of the County of Annapolis. Candidates must also have a valid Class 5 driver’s license. This position will occasionally require work outside of normal office hours including evenings and weekends.

Core Competencies

IDEA and Ethics Leadership: Plays an active part in a respectful, inclusive, and accessible workplace, including with members of the public. Prioritizes IDEA initiatives in all aspects of the role. Maintains high ethical standards, accountability, and professionalism.

Coaching and Mentoring: Ability to lead, coach, mentor, and encourage direct reports with emotional intelligence.

Technical Proficiency: Fluency with the Microsoft Office Suite and the ability to understand and utilize digital software such as SharePoint.

Research Capabilities: Ability to provide timely research and produce outcomes as required.

Communication: Ability to provide timely, transparent records to the public, while maintaining effective communication internally with Council, senior leadership, and other staff.

Discretion: Handling sensitive, confidential, and legal materials with high integrity.