Clerk

Loyalist Township; Odessa; On-site; CAD 110,000 - 129,000; Full time

Benefits offered by this job

OMERS pension

Job summary

Loyalist Township is seeking a Clerk to lead the Clerk’s Division, reporting to the Director of Corporate Services, Strategy & Innovation. You will ensure statutory compliance, maintain records, advise Council, and support transparency and public input in decision-making.

The role requires a college diploma and several years of senior municipal experience, with strong leadership and negotiation skills. A pension plan and comprehensive benefits accompany this full-time opportunity.

Qualifications

• College diploma in public administration, political science, law, business administration or related field.
• CMO, AMP or AOMC designation from AMCTO or a related designation.
• Five years senior municipal experience and supervisory experience in a unionized environment.
• Experience as Returning Officer for municipal elections.
• Knowledge of municipal acts and records management.

Responsibilities

• Perform statutory duties of the Municipal Clerk under applicable acts.
• Attend all Council and Committee meetings and provide guidance on procedural matters.
• Lead MFIPPA records management and information access initiatives.
• Coordinate Returning Officer duties for elections and by-elections.
• Oversee staff recruitment, performance evaluations, and organizational development.
• Manage contracts, budgets, and records within the Clerk’s Division.

Skills

Interpersonal skills

Project management

Time management

Communication

Leadership

Problem solving

Education

College diploma

CMO/AMP/AOMC designation

Job description

Clerk

Position Level: Sr. Management

Position Type: Full-time

Salary Range: $109,913 - $128,583

Preferred Designation(s): AMP/AOMC/CMO

Closing Date: November 8, 2026

Will artificial intelligence (AI) be used during the hiring process? No

Is this posting for an existing vacancy? Yes

Why Choose Loyalist for Your Next Great Career Opportunity?

Loyalist Township is committed to fostering an environment where employees are empowered to grow, lead, and make a meaningful difference. We offer excellent pay and benefits including a defined benefit pension plan, OMERS. This role offers the chance to make a lasting impact while working alongside a dedicated team that values innovation, collaboration, and community service.

Loyalist Township is home to more than 18,000 residents and is beautifully situated on the north shore of Lake Ontario, between the Town of Greater Napanee and the City of Kingston. With a unique blend of rural charm and urban convenience, the Township includes quaint hamlets, an island community accessible by ferry, and access to outstanding outdoor recreation. Just minutes from the historic City of Kingston and within two hours of both Toronto and Ottawa via Highway 401, Loyalist offers the perfect balance of career opportunity and lifestyle.

If you’re passionate about community service, and making a lasting impact through meaningful work, we invite you to bring your talents to Loyalist Township.

POSITION SUMMARY:

The Clerk acts as a statutory officer of the Municipality and fulfils the statutory duties under various Acts and is responsible for the effective planning, administration, management, and operation of the Clerk’s Division in accordance with the Municipal Act, S.O. 2001, c.25 and all other related legislation, statutes, and regulations.

Reporting to the Director of Corporate Services, Strategy & Innovation, the Clerk plays an integral role by providing trusted advisory services, comprehensive reports, recommendations, information, research, guidance, direction, and advice to Council, senior management staff, and the public. The Clerk demonstrates leadership skills, conflict resolution skills, and a passion for providing exceptional support services with the goal of increasing transparency, accountability, and opportunities for public input on the decision‑making process.

RESPONSIBILITIES

Perform statutory duties of the Municipal Clerk pursuant to provincial legislation, including but not limited to the Municipal Act, 2001, Municipal Election Act, 1996, Drainage Act, Municipal Freedom of Information and Protection of Privacy Act, Vital Statistics Act, Accessibility of Ontarians with Disabilities Act and the Planning Act, and all other acts necessary to accomplish the duties of the Clerk, including organizing and maintaining records of council and official documents of the corporation.

Attend all Council and Committee of the Whole and closed session meetings. Provides advice to senior management and members of Council or Committee on procedural matters, conflict of interest matters, code of conduct, remuneration, motions, closed sessions discussions, and any other protocol about the decision‑making process. Records proceedings of council and committee meetings and/or oversees the provisions of council secretariat and administrative support functions.

Perform statutory duties as the “Head” under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and lead the management of corporate records and implement initiatives, policies and procedures to promote ease of access to information, authorizing disclosure of records in accordance with provisions of the Act, and oversee the coordination/organization and maintenance of the corporate records management function.

Ensure integrity of the municipal election by carrying out the statutory duties of “Returning Officer” as prescribed by the Municipal Elections Act including coordinating and managing municipal elections and by‑elections.

Respond to inquiries and complaints from the public, other levels of government, elected officials, local boards/commissions, solicitors and developers on municipal functions and processes, Council matters, land conveyances, and interpretation of municipal legislation.

Oversee the corporate services provided through the Clerk’s Division including but not limited to management of corporate agreements, staff reports, by‑law and land transfers, vital statistics, communication related activities and perform functions of Division Registrar and Issuer in accordance with the Vital Statistics Act.

Assess staffing needs of the Clerk’s Division and recommend changes and organizational structure changes, participate in recruitment processes, and make effective hiring/organizational recommendations to the Director. Attract, select, nurture, and retain the best available talent, ensuring continuity in the team through development of appropriate succession planning. Conduct performance evaluations and provide mediation, negotiation, coaching and mentoring as necessary.

Manage and administer the corporation’s insurance claims, risk management, and claims management program.

Prepare current operating budget and recommend longer‑range fiscal forecasts for the division; administer/monitor the approved budget including authorization of expenditures and maximization of revenues; and contribute as necessary on various project teams.

MINIMUM QUALIFICATIONS

Education

• College diploma in public administration, political science, law, business administration or related field.
• CMO, AMP or AOMC designation from AMCTO or a related designation.

Experience

• Five (5) years progressive experience in municipal government at a senior level and municipal supervisory experience in a unionized environment.
• Thorough understanding of municipal services, administrative environment and municipal relationships with other levels of government.
• Experience as Returning Officer for municipal/school board elections.
• Experience writing and managing administrative policies and procedures and by‑laws.
• Experience with records management and electronic document management systems.

Knowledge/Skill/Ability

• Excellent interpersonal, project/time management, analytical, communication, presentation, facilitation, problem‑solving/ mediation, negotiations, and coaching/supervisory skills.
• Ability to think and act strategically in a political and community service environment, to build strong and enthusiastic staff teams and external alliances/partnerships, to align departmental programs/services with divisional and corporate goals/objectives, and to champion the mission and values of the Township.
• Ability to promote a culture of inclusiveness and work with a diverse population of employees, council, boards, and the general public.
• Thorough working knowledge of Municipal, Provincial and Federal related legislation/regulations/guidelines including the Municipal Act, contemporary issues facing local government in Ontario, municipal government operations, principles, best practices and processes, and the Occupational Health and Safety Act.
• A demonstrated knowledge of Council secretariat functions and rules of procedure for meetings, electoral processes, and uses/opportunities for technology in a municipal environment.
• Exemplary verbal and writing skills to communicate with courtesy, tact, discretion, clarity, and accuracy, and for proofreading, editing, and writing reports and correspondence.
• Excellent leadership and management abilities.
• Ability to maintain confidentiality of information is critical.

Other Requirements

• Possess and maintain a valid Class ‘G’ driver’s license, in good standing and reliable vehicle to use on corporate business.
• Obtain and maintain satisfactory Criminal Record Check (CPIC).

Note:Above duties are representative of a typical position and are not to be construed as all-inclusive.

WORKING RELATIONSHIPS

Internal

• Daily communication with Corporate Services, Strategy & Innovation staff, the Mayor and Council, and other municipal departments.

External

• Daily communication with township residents; weekly communication with insurance representatives; and occasional communication with regulatory representatives and the municipal solicitor.

WORKING CONDITIONS

• Normal office environment working conditions apply as well as working outdoors.
• Will be required to attend programs / events / location which may take place outdoors and / or in different facilities.
• May be seated for long periods (3-4 hours).
• Work hours vary, must be able to work a flexed schedule to equal a 35-hour week to accommodate evening and occasional weekend programming requirements.
• Occasional lifting, carrying, and moving of items may occur.
• The use of a personal vehicle to transport equipment or supplies is required.

Note: The foregoing is intended to outline the general description of duties and responsibilities for this position. It is not intended, nor should it be interpreted as a complete description. Loyalist Township reserves the right to amend this position description at any time.

Loyalist Township values a diverse workforce and looks to attract and retain people who will work together to provide excellent service to our residents, visitors, business partners, and each other. If you are looking for a rewarding opportunity to work with a team of professionals dedicated to promoting the quality of life and prosperity of our community, come join us!

In accordance with the Accessibility for Ontarians with Disabilities Act, Loyalist Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process. Please contact the Human Resources team or 613-386-7351 ext. 149 if you require accommodation.