SUMMARY

Reporting to the Chief Administrative Officer (CAO) and the Clerk’s Office, the Deputy Clerk assists the Clerk in directing, coordinating and overseeing the activities of the Clerk’s Office pursuant to the Local Governance Act. Some of the Clerk’s responsibilities, particularly those related to municipal affairs, may be delegated to the Deputy Clerk to ensure efficient management and compliance with legal obligations.

The incumbent also ensures the continuity of essential services in the Clerk’s absence and assumes responsibility for files relating to the right to information, the protection of privacy, and the management of City documents and archives.

DUTIES AND RESPONSIBILITIES

Municipal affairs
•    Plan and coordinate City Council meetings, including preparing agendas, minutes, resolutions, bylaws and any other relevant documents, ensuring quality and compliance with applicable legislation
•    Document the swearing-in, and conflict-of-interest disclosures, of elected members in Council minutes
•    Replace the Clerk in the latter’s absence, particularly at City Council meetings, and manage priority files
•    Draft City Council decisions and disseminate them among interested stakeholders and residents
•    Prepare City Council’s public notices, ensuring that the required approvals are obtained and that deadlines are met
•    Support and advise the Clerk, City Council and senior and junior management on municipal administrative matters
•    Coordinate the implementation of new policies, regulations and procedures, and oversee the revision of existing ones
•    Assist the CAO and the Clerk with coordinating the appointment of members to municipal committees
•    Act as custodian of the municipality’s corporate seal and, in the Clerk’s absence, affix the seal and sign official documents on behalf of the City
•    Represent the City on committees and at meetings within its jurisdiction, and make informed recommendations
•    Manage administrative files and projects assigned by the CAO or City Council
•    Act as a witness for the City when required

Management of documents
•    Manage access to municipal documents and respond to requests for information in accordance with established procedures and the Right to Information and Protection of Privacy Act
•    Ensure the archiving of official documents, bylaws and City contracts, in compliance with applicable standards and regulations
•    Act as the document-management resource person for the entire City and comply with practices for the organization, retention and destruction of documents

Management of goods and services
•    Coordinate the preparation and signing of official documents in accordance with legal requirements and client needs

Human and financial resources management
•    Manage staff under their responsibility (administrative support staff in the Clerk’s Office)
•    Participate in the preparation of budget requests and coordinate the management of budgets in their areas of business
•    Manage the employees under their responsibility in collaboration with Human Resources; this includes staffing, orientation, supervision, performance appraisals, promotion, professional development and occupational health and safety
•    Communicate, support and enforce directions, policies, procedures and practices put in place to ensure sound human resources management

MINIMUM REQUIREMENTS

Education
•    Bachelor’s degree in business administration, public administration or an equivalent field
•    Master’s degree in public administration or an equivalent field of expertise (asset)
•    An equivalent combination of education and experience may be considered.

Experience
•    Three (3) years’ experience in a clerk’s office, regulatory agency or administrative body, with demonstrated administrative responsibilities of a complex nature

Knowledge
•    Knowledge of municipal administration and the enforcement of procedures and regulations related to this field of activity
•    Knowledge of Office suite software (Word, Excel, Outlook, PowerPoint)
•    Knowledge of the Local Governance Act and the Community Planning Act
•    Knowledge of the Right to Information and Protection of Privacy Act (asset)
•    Knowledge related to document management (asset)

Skills and abilities
•    Mastery of spoken and written French and English
•    Sound judgment and ability to synthesize and analyze information, as well as negotiate
•    Strong ability to problem-solve, find realistic and innovative solutions, and make informed, independent decisions
•    Organizational skills and focus on results
•    Leadership, flexibility and the ability to work as part of a team in a public and political environment
•    Ability to develop effective strategies to achieve goals and objectives
•    Strong ability to develop and maintain harmonious and productive relationships with various municipal departments, City Council, and the general public
•    Ability to work effectively under pressure and meet tight deadlines
•    Ability to manage multiple files and projects simultaneously
•    Discretion, tact and respect for confidentiality
•    Positive attitude with respect to the interests of the municipality and the community in general
•    Physical ability to do the work assigned
•    Punctuality and regular attendance
•    Good past record of job performance
•    Respect for the City of Dieppe’s confidentiality rules and organizational values

WORK SCHEDULE

•    Thirty-five (35) hours a week
•    Availability outside of regular business hours
•    Attendance at City Council meetings, especially in the Clerk’s absence

SALARY

•    Based on the current salary scale for non-unionized staff
•    The incumbent also receives vacation, benefits (paid by the employer) and a pension plan (employer/staff contribution).

CLOSING DATE     
•    The closing date to submit your application is February 21, 2025 at 23 h 59.