Clerk

The Chapman Group; Woodstock; On-site; CAD 65,000 - 80,000; Full time

Job summary

The Chapman Group is assisting the Town of Woodstock in hiring a Clerk. This role is crucial for administrative functions, providing support to the Mayor and Council, managing municipal records, and ensuring compliance with governance procedures. Ideal candidates will have a degree in public administration and extensive experience in office administration, particularly within government settings.

Benefits

Extended health care

Dental care

Vision care

Disability and life insurance

Pension plan

Employee and family assistance program

Complimentary gym membership

Qualifications

• Minimum of 5 years of professional experience in office administration.
• Experience working within a government agency, preferably a municipality.
• Completion of training/certification in Governance and Administration for Local Governments.

Responsibilities

• Establish and maintain local governance documentation and file management systems.
• Prepare and distribute agendas, minutes, and bylaws for Council meetings.
• Communicate decisions of Council and act as a resource for Councilors.

Skills

Excellent communication skills

High Level Of Confidentiality

Strategic Policy Development

Proficient Administrative Skills

Education

Postsecondary degree or diploma in public administration

Tools

Microsoft Office

Records management / electronic filing systems

Job description

The Chapman Group is assisting their client The Town of Woodstock in hiring a Clerk to join the municipal team. The Clerk is a pivotal resource for administrative and procedural functions of the municipal office. They act as a collaborative and proactive liaison between the municipal government and the public providing essential information and support.

The Clerk performs specialized clerical duties and provides administrative support for the Mayor and Council and the Chief Administrative Officer (CAO). They are responsible for all statutory powers and corresponding position duties as defined in the Local Governance Act; including but not limited to custody of the corporate seal administration and management of municipal records contracts and of all other related legal documentation to ensure compliance with policies and statues. The Clerk coordinates and attends all Council meetings and schedules delegations to appear at Council when necessary. As a primary point of contact for the public and the Office of the Mayor the Clerk processes researches and responds to all formal public inquiries and requests for information including under RTIPPA. The Clerk documents updates and keeps records of all bylaws resolutions minutes Council reports and notices and makes them available to the public as required.

What youll do

Responsibilities

Establish update and maintain local governance administration documentation and file management systems and processes to ensure the following :

Retention and retrieval of all municipal records including electronic

Preparation and appropriate distribution of agendas minutes and bylaws and other relevant reports for Council meetings

Preparation and presentation of reports to Council as directed or required

Preparation maintenance and issuance of all municipal licenses and certifications

Draft bylaws policies and resolutions with the CAO and consultation with other members of the senior administration team

Consider and respond as required to all requests pursuant to the New Brunswick Right to Information and Protection of Privacy Act (RTIPPA)

Communicate decisions of Council to interested parties and act as a resource person to Councilors advising on Council procedures duties and responsibilities of Council and members

Coordinates and oversees the publication of official public notices advertisements and other pertinent information primarily on the Towns website and or with official media / social media outlets

Works closely with the CAO in advising Mayor and council on issues concerning protocols local governance procedures town bylaws and provincial statues

Work closely with the Director of Finance and Treasurer to assist and maintain insurance files and renewals

Other related duties as assigned by the Mayor and CAO

What youll need

Qualifications

EDUCATION AND EXPERIENCE

A postsecondary degree or diploma in public administration commerce business administration or an equivalent combination of education and experience in a related field (office administration legal secretariat or records management)

Minimum of 5 years of professional experience in an office administration and / or records management position

Minimum of 3 years of experience working within a government agency preferably a municipality

Previous responsibility in a position which required knowledge of and adherence to applicable legislation codes governing processes procedures and protocols

Completion of or willingness to complete training / certification in Governance and Administration for Local Governments

Experience in formal meeting etiquette and Roberts Rules of Order regarding parliamentary procedures

Commissioner of Oaths or willingness to obtain the certification required for appointment as a commissioner

KNOWLEDGE SKILLS & ABILITIES

Excellent verbal and written communication skills to facilitate the preparation of reports and presentations to

Council and for the development of effective policies and procedures

Advanced computer proficiency in Microsoft Office and records management / electronic filing systems

Welldeveloped analytical skills to enable problem solving and decisionmaking

Familiarity with applicable provincial legislation codes and protocols governing municipal council processes administration activities and local governments NB Local Governance Act RTIPPA and Woodstock municipal bylaws

Demonstrated ability to exercise tact discretion sound judgment and to maintain a high level of confidentiality

Skilled in documentation preparation notetaking for recording meeting minutes

Strong planning time management and organizational skills

Must be able to work independently and as part of a team while juggling and prioritizing multiple tasks and projects in a dynamic and publicfacing work environment

Class 5 drivers license with driving record for standard risk insurance requirements

Clean criminal background check

Compensation :

The salary range for this role is between $65000.00$80000.00 per year commensurate with qualifications and experience.

Benefits :

Extended health care dental care vision care disability and life insurance pension dental free employee and family assistance program complimentary gym membership / wellness pass for the AYR Motor Centre community multiplex

Please note : Only those candidates selected for an interview will be contacted.

Core Skills

Excellent communication skills High Level Of Confidentiality Strategic Policy Development Proficient Administrative Skills

A little bit about us

The Chapman Group

We are happy to support our client with this recruitment.

Key Skills