Job Description

Reporting to the Chief Administrative Officer, the Deputy Corporate Officer with assist with the development, implementation, coordination and monitoring of corporate administration functions and programs, including research and development relating to any new legislation requirements, research and co-ordination on development related queries relating to re-zoning, sub-division, development variances etc. Other duties include providing administrative and clerical support, including handling sensitive political issues, researching and compiling information, reviewing of policies and contract administration, overseeing records management processes and procedures, responding to complaints and coordinating all requests for information under the Freedom of Information and Protection of Privacy Act, and assisting CAO with special projects as required.

Corporate Office Duties and Responsibilities:

•    Acting Corporate Officer in the Chief Administrative Officer’s absence

•    Ensure Notice provisions under the Community Charter, Local Government Act and Council procedures bylaw are followed

•    Assist with direction to staff regarding administrative procedures and quality control standards

Council / Committee Meetings

•    Provide staff support for Council Committees, and preparation and distribution of agendas, minutes of meetings including determining agenda content

•    Assist with assignments (task list) from Council meetings

•    Attendance at Council and other meetings, as required

Bylaws and Documents

•    Research bylaws, policies, procedures, prepare reports for Council consideration

•    Provide guidance and instruction to staff on document preparation and processes

•    Ensure sufficiency of bylaw process such as required readings, consents and approvals

•    Regular review, monitoring and preparing amendment of Council Policies / Administrative Procedures, as required by the CAO

Corporate Records

•    Ensure standardized formats for agendas/minutes and other documents are followed

•    Ensure safekeeping measures are maintained for all documentation, including corporate, are filed in accordance with the LGMA Records Management system

•    Provide guidance and instruction to staff on Records Management policies/procedures

Elections

•    Act as Deputy Chief Elections Officer for elections, by-elections and referenda

•    Ensure the preparation of voting procedures

•    Assist with the organization, conduct and follow-up of municipal elections and referendums

Freedom of Information and Protection of Privacy Act

•    Act as Deputy Freedom of Information Coordinator, assisting with processing of requests for information

Other

•    Responding to complaints and liaising with other government, stakeholders to resolve any inquiries/queries received at the Village offices, and coordination of requests for records under the Freedom of Information and Protection of Privacy Act

•    Other special projects as required

•    Research and analysis including surveys

•    Assisting with all planning activities within the Village of Midway

Skills Required

•    Minimum 3 years of work experience in a local government environment or governance position

•    Experience in Corporate administration and grant writing would be an asset

•    proven ability to undertake research, communicate effectively and manage frequent and changing deadlines

•    superior written and verbal communication skills

•    complete proficiency with MS Word, Excel, PowerPoint and other common computer programs

•    well-developed and organized time management skills

•    positive, energetic approach to work

•    ability to deal with the public effectively and courteous

•    ability to use discretion and maintain confidentiality

•    ability to work with others as a team

•    must display professional attitude and demeanor