Deputy Clerk
- The Deputy Clerk fulfils the statutory requirements of: Deputy Clerk, Assistant Deputy Returning Officer for Municipal Elections, Commissioner of Oaths, and Deputy Registrar for the Town of Fort Frances.
- In the absence of the Legislative and Information Services Manager (Municipal Clerk) the Deputy Clerk provides backup for all statutory functions under the various Acts, Statutes, and Regulations.
- Provides functional direction, policy interpretation, and specialized advice to Council, Senior Management, Department Supervisors/Superintendents, and Administrative Staff.
- Reporting to the Municipal Clerk, the Deputy Clerk supports the administration of municipal government and helps ensure compliance with applicable legislation, policies, and procedures.
- The incumbent assists the Clerk in preparation of the departmental budget and administers approved budget as required; authorizes payment of accounts.
- Assist the Municipal Clerk with legislative, administrative, and records management functions.
- Act as the Municipal Clerk when required.
- Serve as a Commissioner of Oaths and perform other legislative duties assigned under municipal and provincial legislation.
- Assist with the coordination and administration of the Town's marriage services program, including responding to inquiries, scheduling services, and supporting marriage officiants.
- Coordinate and support Council, Board, and Committee meetings, including preparing agendas, recording minutes, and providing meeting administration.
- Maintain corporate records and records retention systems.
- Provide guidance to residents and staff regarding Council processes, municipal procedures, and by-laws.
- Research, prepare, and maintain municipal by-laws, policies, resolutions, and other corporate documents.
- Support municipal elections and related legislative processes.
- Assist with procurement administration, tenders, requests for proposals, and contract documentation.
- Manage various licenses, permits, applications, and official notices.
- Coordinate community programs and initiatives, including grants, awards, proclamations, and municipal events.
- Assist with communications activities, including media releases, website updates, social media, and public information.
- Respond to public inquiries and direct requests to the appropriate department.
- Maintain confidential information and records with a high degree of professionalism and discretion.
- Support emergency management activities as required.
- Participate in special projects and perform other related duties as assigned by the Municipal Clerk or Chief Administrative Officer.
- Other duties as assigned by the Municipal Clerk or CAO.
- Frequent interruptions from colleagues and the public.
- Position demands above normal concentration for prolonged periods of time.
- Preparation of formal documents requires continuous concentration for prolonged periods.
Required
- Ontario Secondary School Diploma (OSSD) or equivalent.
- Post-secondary education in Office Administration, Business Administration, Public Administration, or a related field (minimum one year completed).
- Minimum 1-3 years of related administrative experience, preferably in a public sector, municipal, board, or committee environment.
- Completion of the AMCTO Municipal Administration Program (MAP), or willingness to obtain.
- Completion of AMCTO Clerks' Certification courses (Clerks 1 and/or Clerks 2), or willingness to obtain.
- Strong understanding of office administration practices and customer service principles.
- Excellent verbal and written communication skills, with the ability to build positive working relationships with staff, elected officials, the public, and external partners.
- Strong organizational, research, analytical, problem-solving, and time management skills, with the ability to manage multiple priorities and deadlines.
- Demonstrated attention to detail, professionalism, discretion, and ability to handle confidential information.
- Proficiency with Microsoft Office Suite, Adobe Acrobat, and other computer-based and web applications.
- Demonstrated initiative, adaptability, and ability to work effectively both independently and as part of a team.
- Strong keyboarding and administrative skills.
- Knowledge of government administration and municipal processes.
Asset
- Diploma or degree in Business Administration, Public Administration, Political Science, Management, or a related field.
- Municipal experience, particularly in a Clerk's Office or legislative services environment.
- Knowledge of municipal government operations, governance, parliamentary procedure, and meeting administration.
- Familiarity with applicable municipal legislation, including the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Municipal Elections Act, and related legislation.
- Experience in communications, media relations, website administration, or social media management.
- The successful candidate must provide a satisfactory Criminal Record and Vulnerable Sector Check.
- Must maintain a high degree of professionalism, confidentiality, and discretion when handling sensitive information.
- The incumbent works a regular schedule of 35 hours per week (7 hours per day), Monday to Friday.
- Occasional evening work is required to attend Council, Committee, Board, and special meetings.
- Flex time is provided for approved hours worked outside regular business hours.
- This position requires the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
- Frequent interaction with staff, elected officials, residents, and external stakeholders is a regular part of the role.
Current Postings For This Job
Deputy Clerk
Deadline: Open Until Filled | Start Date: As Soon As Possible
Apply Online Download Job Posting (PDF)How to Apply
To apply for jobs with the Town of Fort Frances:
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Currently, all job applications are being accepted online through our website. To view current employment opportunities and submit an application, please visit our Careers page: https://www.fortfrances.ca/jobs.
We encourage all applicants to apply through the online portal to ensure their application is received and considered for the position.
To apply for jobs at the Fort Frances Public Library Technology Centre, please:
- Visit their website at: www.ffpltc.ca for application instructions.
We will only contact applicants who are selected for an interview. Late, incomplete, or improperly submitted applications will not be accepted.
Accommodations
The Town of Fort Frances is committed to providing accommodation for persons with disabilities during the recruitment and selection process, as well as for our staff. This service is available upon request by contacting Human Resources at jobs@fortfrances.ca or (807) 274-5323 ext. 1220.
Human Resources will work with any applicants who request accommodations to ensure that arrangements are in place to ensure their needs are met.
We ensure that all new hires are advised of our policies for accommodating employees with disabilities, and we are more than happy to provide accommodations to our new staff.
Disclosure
Use of AI
The Town of Fort Frances may use AI‑assisted tools to support administrative parts of the hiring process, such as organizing applications or identifying job‑related qualifications.
These tools do not make decisions about candidate screening or selection. All hiring decisions are made solely by Town Human Resources and authorized Administration staff.
Collection of Personal Information
Personal information is managed in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
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