The Township of Perth East is seeking applications for the position of
DEPUTY CLERK/RECORDS MANAGEMENT COORDINATOR
(Job ID: CLE-18-2025)
Legislative Services Duties:
Records Management Duties:
Election Related Duties:
Qualifications:
Working Conditions:
Position Details:
Competition Closes at Noon on Friday, August 15, 2025. Interested candidates can apply online at:
https://townshipofpertheast.applytojob.com/apply
Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. Requests for accommodation can be sent to Human Resources at [email protected] or 519-595-2800 ext. 258.
We appreciate all responses and advise only those applicants selected for an interview will be contacted.
In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act, 2001, and will be used for the purpose of candidate selection.
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DEPUTY CLERK/RECORDS MANAGEMENT COORDINATOR
(Job ID: CLE-18-2025)
Position Overview:
Due to a vacancy, the Township of Perth East has an opening for the Deputy Clerk/Records Management Coordinator position.
Reporting to the Manager of Legislative Services/Municipal Clerk (‘Municipal Clerk”), the Deputy Clerk/Records Management Coordinator is responsible for performing statutory duties under the Municipal Act, 2001, and other legislation, as well as the provision of professional and statutory administrative support. The Deputy Clerk/Records Management Coordinator acts as a Deputy Division Registrar and coordinates and administers records management and accessibility requirements for the Township.
Core Responsibilities:
Council and Committee Related Duties
Reporting to the Manager of Legislative Services/Municipal Clerk (‘Municipal Clerk”), the Deputy Clerk/Records Management Coordinator is responsible for performing statutory duties under the Municipal Act, 2001, and other legislation, as well as the provision of professional and statutory administrative support. The Deputy Clerk/Records Management Coordinator acts as a Deputy Division Registrar and coordinates and administers records management and accessibility requirements for the Township.
Core Responsibilities:
Council and Committee Related Duties
- Assists the Municipal Clerk in performing the statutory duties of the Clerk, and in the absence of same, reviewing and signing of corporate agreements and records.
- Attends Council/Committee meetings.
- Oversees Council/Committee agenda coordination services including receiving and scheduling requests for deputation, preparing and distributing agendas/minutes, preparing associated by-laws and resolutions, minutes, reports, correspondence, memoranda, resolutions and public notices, preparing and distributing follow-up correspondence/materials emanating from meetings, and posting web ready agenda and other documents on the Township's website in a timely manner; and advising on rules of procedure as requested/necessary.
- Recording secretary for council, committees and local boards, as assigned.
- Registers Council members and staff for conferences/seminars as required.
Legislative Services Duties:
- Conducts research and prepares reports, by-laws, policies and procedures on various municipal topics, legislation, elections, records and information management, department technology and electronic processes, and other issues as required/directed. Conducts research and provides assistance and interpretation to Township departments and other inquiries on legislation and Township by-laws as requested.
- Responds to inquiries from and/or liaises with elected officials, residents, community and special interest groups, other governments/agencies, internal staff/departments, etc., on Council processes and proceedings, corporate records, electronic forms/procedures, municipal elections, legislative and by-law requirements, marriage licenses and burial registrations, and local government services in general.
- Acts as a Commissioner of Oaths, taking oaths and affidavits.
- Acts as Deputy Division Registrar under the Vital Statistics Act.
- Acts as Deputy Lottery Licensing Officer under the Lotteries Act
- Officiates marriage ceremonies in accordance with Legislation.
- Assists in processing requests under the Municipal Freedom of Information and Protection of Privacy Act, by opening files, researching and preparing decisions
- Provides support in the preparation and administration of municipal contracts, tenders and requests for proposals
Records Management Duties:
- Designs, develops, implements and maintains the corporate records management and retention program, including the Township’s electronic records management and retention system and its automation workflow processes.
- Implements, and leads the future expansion of the corporate records management and retention program, including providing training and guidance related to records and information management.
- Leads the assessment and inventory of corporate records and corporate properties.
- Researches and updates retention and destruction schedules as required as well as supervises departments in preparing files for proper removal and disposal as required.
- Researches and investigates opportunities to modernize, automate, and implement efficiencies regarding the management of the records of the Township.
- Leads the annual purge of corporate records in accordance with the Township' s retention schedule.
- Transfers records and provides data input into the electronic records management and retention system.
- Retrieves and provides municipal documents and/or general information from the electronic records management and retention system as required or requested by the Municipal Clerk or other Senior Management staff and performs additional research as required or requested.
- Provides guidance on records access, redactions, and the protection of personal information.
- Conducts regular audits to ensure compliance with records retention schedules and privacy laws.
Website and Accessibility:
- In conjunction with the Executive Communications Public Works Assistant, updates and maintains the Township’s website and provides approvals for website changes as requested. Ensures all website content maintains accessibility standards.
- Administers and implements the municipal requirements under the Accessibility for Ontarians with Disabilities Act (AODA) ensuring that the Township is in compliance.
- Submits required reports and works with the County of Perth’s accessibility team as required.
Election Related Duties:
- Assist with the organization of Municipal Elections including acting as the Deputy Returning Officer, maintaining the voters' list, preparing training material, recruiting and training election workers scheduling and supervising workers (if required), coordinating the printing and distribution of voting materials, preparing and posting notices, monitoring compliance of candidates' nominations and financial records with legislation, advising candidates of their rights and responsibilities, posting of information/results in a timely manner on the website and troubleshooting on voting day.
Other:
- Follows health and safety policies and procedures, the Occupational Health and Safety Act and similar legislation to ensure a safe working environment.
- Performs other related duties as assigned by the Municipal Clerk.
Qualifications:
- Degree in Public Administration, Records & Information Management, Legal, Business or related field or equivalent combination of education and experience.
- Completion of the Municipal Administration Program is an asset.
- Association of Municipal Clerks and Treasurers of Ontario (AMCTO) designation is an asset.
- Certified Records Management Certificate is an asset.
- Three (3) to five (5) years of related municipal experience in a similar role with emphasis on minute taking, electronic agenda preparation, records management customer service and public relations.
- Previous experience with elections, and accessibility requirements is an asset.
- Valid Class G Driver’s License and access to a reliable vehicle
Working Conditions:
- Knowledge of related legislation including Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Elections Act, Accessibility for Ontarians with Disabilities Act, Drainage Act, Planning Act, Funeral, Burial and Cremation Services Act and Vital Statistics Act.
- Demonstrated experience with Municipal Records Management programs such as The Ontario Municipal Records Management System.
- Strong organizational and time management skills, with the ability to function well under pressure, are required.
- Professional proficiency using Microsoft Office programs, eScribe, Voter View/Data Fix.
- Strong verbal and written communication skills, interpersonal, public relations/customer service skills required.
- Political astuteness, tactfulness, with a knowledge of municipal government processes, parliamentary procedure and municipal legislation.
Position Details:
- Working hours are thirty-five (35) hours per week, Monday-Friday 8:30 A.M. – 4:30 P.M., with attendance at Council meetings and other evening meetings.
- 2025 Hourly Pay Range - Grade 10: $32.87 - $41.09 per hour
- OMERS Pension Plan
- A comprehensive benefit plan and Employee Assistance Benefits
Competition Closes at Noon on Friday, August 15, 2025. Interested candidates can apply online at:
https://townshipofpertheast.applytojob.com/apply
Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. Requests for accommodation can be sent to Human Resources at [email protected] or 519-595-2800 ext. 258.
We appreciate all responses and advise only those applicants selected for an interview will be contacted.
In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act, 2001, and will be used for the purpose of candidate selection.
.
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