Manager, Legislative Services Deputy Clerk

Manager, Legislative Services Deputy Clerk

Contribute to the City of Hamilton, one of Canada’s largest cities – home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees.

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Reporting directly to the City Clerk, the Manager, Legislative Services Deputy Clerk is responsible for managing all aspects of Council and Committee support, ensuring the provision of efficient corporate secretariat, administrative and protocol services, including the coordination of agendas, minutes, reports, correspondence and official records relating to these meetings. Performs all statutory duties of a Deputy Clerk as defined by legislation, including representing the City Clerk in his/her absence.

Key responsibilities include:

• Manages and provides leadership to Council and its Committees through effective and efficient supervision of the Legislative Section.
• Represents the City Clerk at standing, advisory committees or local boards, City Council meetings or at meetings convened with external agencies to deal with statutory or legislative matters.
• In the absence of the City Clerk performs all statutory duties as defined by The Municipal Act and all relevant provincial statutes.
• Provides interpretation of legislation and procedural advice to departments, council and the public regarding Council/Committee matters.
• Researches information, prepares reports, protocols and provides opinions on all aspects of Legislative Services and governance matters.
• Monitors and analyzes Council and Committee procedures and policies to ensure compliance with legislation.
• Participates in the development of divisional goals and objectives, and develops, implements and monitors an operational plan for the organizational unit.
• Provides strategic leadership, mentoring and direction to legislative staff and Councillors’ Receptionist, and manages staff and staffing requirements.
• Participates in the budgetary process by responsibly projecting and maintaining costs associated with the organizational unit.
• Participates as a member of Clerk’s Management Team.
• Executes official corporate documents such as agreements, by‑laws and contracts; certifies copies of official documents and accepts service of legal documents served on the City.
• Participates in labour relations matters by maintaining close liaison with Human Resources.
• Develops short and long‑term work plans throughout the fiscal year and implements procedures for the efficient functioning of the Legislative Section.
• Ensures that City Clerk’s Division information pertaining to Council/Committees is maintained and updated on the City’s website.
• Provides leadership to manage and motivate staff in providing services in the designated areas of responsibilities and implementing improvements to systems or practices.
• Ensures that proposed provincial legislation is reviewed, analyzed and referred to staff and committees for appropriate action.
• Reviews reports and ensures that matters requiring disposition are properly coordinated.
• Monitors effectiveness of corporate report template including coordinating training of staff on same.
• Attends City Council meetings to supervise recording of proceedings, prepare motions and assist with interpretation of procedural by‑law matters as required.
• Supervises compilation, accuracy and timely distribution of committee and City Council agendas.
• Supervises dissemination of information ensuring that general managers, government agencies and the public are provided with an accurate reflection of Council proceedings.
• Liaises with members of City Council, City Manager, general managers, senior government officials, the media and the general public on status of various issues and proper procedures to have matters addressed…