Town Clerk

Town Clerk

About Torbay

The beautiful Town of Torbay is a vibrant community with over 7,899 residents on the Avalon Peninsula of Newfoundland and Labrador. Torbay is home to over 150 businesses, three schools, and numerous community groups. Situated right on the Atlantic Ocean, Torbay offers breathtaking views in a scenic, rural setting. Conveniently bordering the capital City of St. John's, all urban amenities, including major retail centers and an international airport, are within a few minutes' drive.

The Position

The Town is currently searching for a motivated, energetic, and enthusiastic individual to join our team as Town Clerk . Reporting to the Chief Administrative Officer (CAO), the Town Clerk functions as the Corporate Secretary to Council with responsibility for recording the proceedings and decisions of Council; records management; acts as Returning Officer and is responsible for the overall organization of elections, by-elections, plebiscites, and referenda conducted by or on behalf of the Town; responsible for the secretarial and administrative duties for the Mayor, Council and CAO; responsible for planning and scheduling meetings; preparing and circulating agendas for all meetings of council. The Town Clerk is a signing officer for the Municipality as it relates to deeds and documents to which the council is a party and to which a seal is necessary as authorized by Council.

Major Duties & Responsibilities

• Specifically, the Town Clerk is responsible for the statutory duties of Returning Officer, administrative functions, and communication responsibilities. In addition, the Town Clerk will:
• Attend Council meetings, take minutes; and creates action report.
• Develop and maintain an appropriate records management system involving the maintenance and custody of minutes, action reports, correspondences, regulations, and other official documents in relation to council business.
• Maintain current and past legislative history of Town Council actions and providing research and reference services to the public and staff.
• Provide administrative and executive support to the Mayor, Council and CAO; receive and screen telephone calls; respond to front line requests for information and service for the Mayor, Council and CAO.
• Coordinate communications and information transfer between the Marketing Coordinator, staff members and council as required.
• Responsible for overseeing and administering all Council and Staff Professional Development plans as well as tracking all individual professional development plans accordingly.
• Coordinate and oversee all Information Technology concerns identified within the municipality.
• Lead and coordinate Council affairs. This includes administering Committee Terms of Reference, administration of Council agendas, correspondence, and public consultation forums.
• Act as Returning Officer for Municipal elections, by-elections, and referenda.
• Act as the Town's ATIPP Coordinator and manage any Access to Information and Protection of Privacy (ATIPP) requests received by the Public Body.
• Signing Officer and holder of the Corporate Seal of the Town of Torbay.
• Maintain Mayor, Council and CAO's appointment schedule by planning and scheduling meetings, appearances at civic functions, conferences, and travel.
• Prepare and circulate Council meeting agendas and minutes; ensure action items generated from meetings are followed-up; maintain action report and ensure all items are actioned.
• In consultation with the CAO issue purchase orders and ensure compliance with the Public Tendering Act and Regulations.
• Foster and maintain working relationships with representatives of the provincial and federal governments including constituency staff for the Town's representative members of the House of Assembly and the House of Commons.
• Execute the Delegated by Authority Authorized by Council under the Municipalities Act and Urban and Rural Planning Act. This includes but is not limited to the issuance of orders (Maintenance, Stop Work, and Removal).
• Maintain appropriate confidentiality and discretion in the disclosure of information obtained in the performance of duties of the Town Clerk.
• Coordinate and schedule meetings rooms and other meeting room resources.
• Assist with Policy and Procedure updates as required.
• Establish and maintain good and effective relations with the public and outside agencies.
• Coordinate and manage any media requests for the CAO, Mayor and Councillors.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal network; and participating in professional organizations.
• Perform other related duties and responsibilities as required.

Qualifications

The ideal candidate will possess post-secondary education in Office administration; three years experience working at the executive or senior administrative level; experience working in communications/public relations role; demonstrated office management skills, including calendar management and coordinating executive meetings; experience scheduling travel arrangements for management; demonstrated ability to work with sensitive information; experience in a municipal government setting; demonstrated strong written and oral skills; demonstrated proficiency in computers or any equivalent combination of education, experience and training acceptable to the Town.

Application Process

Applications complete with a cover letter and resume can be emailed, in confidence to [email protected] no later than 4PM on Friday April 26th, 2024.

If you are searching for a dynamic position and are looking to join a high-functioning team, we want to hear from you! At the Town of Torbay, we are dedicated to fostering a diverse, inclusive, and equitable workplace. We value and respect the unique perspectives, backgrounds, and talents of all individuals. Our commitment to employment equity is integral to our hiring practices, ensuring fairness and equal opportunities for all qualified candidates regardless of race, ethnicity, gender, sexual orientation, disability, religion, or any other characteristic protected by law. We strive to create an environment where every employee feels valued, respected, and empowered to contribute to our community's success.

The Town of Torbay wishes to thank all interested applicants. Only those selected for an interview will be contacted.