The Nation Municipality

JOB SUMMARY

The Deputy Clerk, reporting to the Clerk, plays a key role in the administration of municipal governance, records management, and legislative services. This position supports the Clerk in managing Council meetings, organizing official documents, preparing minutes, drafting administrative by-laws, and ensuring procedural compliance with provincial legislation and municipal regulations. The Deputy Clerk also assists in the efficient management of public records, elections, and other legislative processes. This role ensures the effective operation of the Clerk’s Office and contributes to the smooth functioning of municipal governance.

 

MAIN RESPONSIBILITIES

• Perform statutory functions of the Clerk under the Municipal Act in the absence of the Clerk or as delegated by the Clerk;
• Support council meetings, standing and advisory committees, including agenda preparation, meeting summaries, minutes preparation, drafting by-laws, and follow-up;
• Attend Council Meetings and assist with live streaming the meeting and note taking.
• Facilitate the timely submission of staff reports and presentations with departmental staff.
• Provide services as a Commissioner of Oaths, officiate marriages, and marriage licences;
• Assist the Clerk in planning, coordinating, and organizing municipal elections every four years;
• Maintain and update databases for municipal record retention, including resolutions, reports, correspondence, policies, by-laws, etc.;
• Prepare background information and research reports as well as municipal by-laws;
• Respond to inquiries from various parties, including but not limited to the public, Council, businesses, and government agencies;
• Assist with maintaining and coordinating vital statistics and the Council policy manual;
• Act as secretary for Council committees;
• Support the communications department in case of absence, if necessary;
• Ensure all public documents comply with accessibility legislation;
• Serve as a member of the grant-writing committee, providing support for drafting and submitting grant applications;
• Prepare reports for the Clerk’s office and may occasionally assist with translations;
• Make all necessary arrangements (conference bookings, travel, accommodations) for council members attending conferences;
• Assist with various projects as mandated by the Council, such as event and conference organization;
• Collaborate closely with the Clerk to define the objectives, priorities, and directions of their department and ensure their achievement;
• Supervise summer students in the Clerk’s office, as applicable;
• Perform any other related tasks.

 

REQUIRED QUALIFICATIONS

Education: College diploma in Business Administration, Law, or a related field

Experience: 3 years experience in municipal or government administration

Certification/Accreditation/Professional Order:

• Knowledge of MAP is an asset;
• Clerk Level 1 certification is an asset;

Specific knowledge:

• Proficiency in both French and English (verbal and written);
• Knowledge of Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint);
• Familiarity with the Municipal Act, 2001, S.O. 2001, c. 25;
• Knowledge of “eScribe” is an asset;
• Knowledge of WordPress is an asset;
• Familiarity with “The Ontario Municipal Records Management System” is an asset.

 

REQUIRED SKILLS AND ABILITIES

• Familiarity with parliamentary procedures and procedural by-laws;
• Proven customer service and communication skills above average;
• Excellent time management and organizational skills;
• Ability to maintain professionalism under pressure;
• Demonstrated ability to manage a flexible work schedule, including daytime and evening hours;
• Proven ability to maintain confidentiality, above-average attendance, and a safe work record.

 

WORKING CONDITIONS

Physical effort required:

• Moderate Equipment, specific machinery to be used: N/A Work rhythm:
• Varied work within the Clerk’s Department with predictable tasks;
• Occasional evening work required.

Hour of work: 35 hrs. per week

Position Status: Permanent (with benefits)

Salary: $42.05 per hour (according to salary scale)

Department: Clerk

Work area: 958 road 500 west, Casselman, Ont

Start date: March 3rd, 2025

 

A criminal record check must be provided upon hire.

Interested candidates are requested to send their resume before 12:00 p.m., January 31, 2025 quoting reference number RH-01-2025 to the following address:

The Nation Municipality
958 road 500 West, Casselman, Ont K0A 1M0
Chantal Lauzon, Human resources manager
E-Mail : hr@nationmun.ca
Phone : (613) 764-5444 poste 225, Fax : (613) 764-3310

JOIN THE NATION MUNICIPALITY PUBLIC LIBRARY BOARD
The Nation Municipality is seeking volunteers to join its Public Library Board. 

TERM
Until November 2026 (concurrent with the term of the existing Municipal Council). 

WHO CAN APPLY?
Residents of The Nation Municipality who are: 

• At least 18 years old, 

• Canadian citizens, and 

• Not employed by The Nation Municipality or its Public Library Board. 

COMMITMENT
A board shall hold at least seven regular meetings in each year.

YOUR ROLE AND RESPONSIBILITY
As a board member, you will assume fiduciary and legal responsibilities to ensure the library operates responsibly, ethically, and in compliance with legislation. Key responsibilities include: 

• Strategic Oversight: Participate in developing and approving policies and a strategic plan that meet the community’s needs. 

• Budget Approval: Review and approve the library’s annual budget for submission to Council for consideration. 

• Hiring Leadership: Play an integral role in the hiring and evaluation of the Library CEO. 

• Governance: Ensure library operations align with board priorities, applicable legislation, and the Public Libraries Act. 

• Accountability: Oversee financial performance and ensure alignment with the approved budget and strategic goals. 

• Performance Monitoring: Track the library’s progress and provide informed direction to achieve its mission. 

• Compliance with Legislation: Perform any other duties as mandated under the Public Libraries Act, R.S.O. 1990, c. P.44. 

WHY JOIN?
This is your opportunity to: 

• Shape the future of your local library, 

• Strengthen your skills in governance and community advocacy, 

• Be a voice for library users in The Nation Municipality. 

INTERESTED?
Please send your résumé and cover letter to admin@nationmun.ca before February 7th, 2025.

INFORMATION SESSION
An information session for those interested in joining the board will be held on Monday, February 3, 2025, at 6:30 p.m. at Town Hall (958 Route 500 West, Casselman).

This meeting is exclusively for individuals interested in becoming a board member. We will outline the roles, fiduciary responsibilities, and legal obligations to help you understand what the role entails. You can then decide if you would like to proceed with your application.

Confirm your attendance at the information session by Friday, January 24, 2025, by emailing admin@nationmun.ca.