Department: Administration. Approval: Chief Administrative Officer Supervisor Employee The above signatures acknowledge agreement for all
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- Kristopher Marcus Conley
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1 Approval: Officer Supervisor Employee The above signatures acknowledge agreement for all pages of this document. Position Summary: Reporting to the, the provides administrative support to Council, and the CAO/Clerk. The will also provide administrative and back-up support to the Treasurer. Qualifications: Minimum of three (3) years related work experience in a senior management position, with a minimum of one (1) year in municipal government; College or university degree in an accounting related discipline and/or public administration with municipal accounting and finance program and municipal tax administration program an asset. Completion of AMCTO s Municipal Program (MAP) and Municipal Accounting and Finance Program (MAFP) an asset. CMO accreditation and/or willingness to attain; Knowledge of applicable legislation related to municipal finance, taxation, payroll and reporting requirements. Excellent oral, written, interpersonal communication and problem-solving skills to interact with government departments and agencies, special interest groups, the media, and the public. Computer literacy required, including knowledge or financial and taxation software with proficiency in Microsoft Office including advanced level Excel; USTI asyst municipal software experience an asset. Excellent organizational and time management skills to handle heavy workload and to meet rigid deadlines. Works well in a team environment. Excellent research and analytical skills to write document summaries and information updates and to investigate and advise Council on special projects. High level of initiative and independent judgement and ability to work with minimum supervision.
2 Position Responsibilities: 1. The role is to assist the CAO/Clerk in fulfilling the statutory responsibilities of the Clerk including recording minutes of Council and Committee meetings. Under the guidance of the CAO/Clerk, the will be responsible for assuming the statutory role of the Clerk in the absence of the CAO/Clerk. 2. As per S.228(2) A municipality may appoint deputy clerks who have all the powers and duties of the clerk under this and any other Act. Other primary duties include policy research and implementation, records management, licensing, commission of oaths, cemetery administration. 3. The role is to assist the Treasurer in fulfilling the statutory responsibilities of the Treasurer including financial policy planning, financial controls, accounting systems, asset management, tax collection and payroll. 3. Performs the responsibilities of the position within the legislative and regulatory standards set out in the applicable provincial and municipal Acts. 4. Performs the responsibilities of the position consistent with the operational policies of the Township of Horton. 5. Provides administrative support to the CAO/Clerk and the Department as well as provides administrative and back-up support to the Treasurer. 6. Provides back up reception for the municipal office including managing public inquiries by phone and/or front counter and providing information within the limitations of the position. 7. Performs general administrative duties for the Department, including but not limited to telephone calls, typing correspondence, photocopying, computer work and performing financial duties such as receiving payments and issuing receipts. 8. Manages the Township s computer system including maintaining Township s website. 9. Responsible for the control and maintenance of an effective filing system and information retrieval system for the Office.
3 10. Prepares agendas, correspondence, reports, attends Meetings and types draft Minutes for these meetings as directed by the CAO/Clerk. Prepares the Meeting Packages. Provides Council with information. 11. Manages special projects assigned by CAO/Clerk and Council. 12. Assumes the role of Health and Safety Officer of the Municipal Office. 13. Protects own health and health of others by adopting safe work practices, reporting unsafe conditions immediately, and attending all relevant in-services regarding occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act. The foregoing description reflects the general duties necessary to describe the principal functions of the job identified and shall not be construed to be all of the work requirements that may be inherent in this classification. LIMITS OF AUTHORITY The employer has the following limits of authority for the position noted above. 1. Will not contact or provide information to the media on behalf of the Township without the CAO s approval. 2. Will not divulge confidential information including contents of closed meetings of Committees or Council, or information emanating from the offices of the CAO/Clerk or Finance Manager. 3. Will not sign correspondence on behalf of CAO unless authorized. 4. Will not make major purchases of office supplies or equipment without CAO s approval.
4 This questionnaire is not connected with your performance on the job. Please complete this form as accurately as possible. SUMMARY: List the 4 or 5 major activities you undertake. Describe each item, by phrase, in the spaces provided. Estimate (to the nearest 5%) the percentage of time per year you spend on each. 1. Special projects 25 % 2. Administrative support 20 % 3. Treasury support 30 % 4. Council package preparation/council resolutions 15 % 5. Back up duties 10 % DESCRIPTION: Write a paragraph to describe each of the five activities listed above. Provide as many examples as you can to illustrate the scope and complexity of the activity. 1. Records Management Accessibility customer service policy and upcoming provincial legislation Assist with grant applications and RFPs when required Livestock Claims Health & Safety Workplace Safety Worksheets Other projects as assigned by CAO/Council 2. Attend Council, Public Works, Waste Management & Planning Committee meetings Record, create and type minutes Prepare agendas, committee package for various departments and Council Typing/composing letters as per Council/CAO requests Website updates, keep minutes, by-laws and other info up to date Water tests 4 times per year if adverse results, follow Ministry reporting procedures 3. Answer tax inquiries and general financial information Provide back-up support for payroll, accounts payable and receivable Provide support to Treasurer for annual budget preparation, taxation and reporting 4. Prepare agenda with input from CAO/Clerk Prepare By-laws and agreements in consultation with the CAO/Clerk Prepare action and information items itemize and scan for package Ensure reports are received on time from Department Managers, CBO Assemble package in PDF/Adobe format for distribution Prepare resolutions as per action items in minutes/reports 5. In absence of CAO/Clerk, responsible for planning duties and Committee meetings Third person back up for phones/counter/deposits/accounts payable WORKING WITH OTHERS (exclude those supervised): Page 4 of 9
5 Inside organization: Position Contacted How Often Purpose CAO/Clerk Daily Municipal work Treasurer Daily Tax, payroll and budget inquiries Public Works Manager Daily Roads complaints Community Liaison Officer Daily Inquiries Clerk/Receptionist Daily Counter inquiries Outside organization: Position Contacted How Often Purpose Provincial Ministries Occasionally Local MP, MPP, grant application questions Others-Contractors, Agencies Occasionally Questions, s, Forms EDUCATION: What formal education or specialized training, in today s context, is required to adequately perform this job? Accounting and/or Public background. AMCTO Municipal Program, Municipal Accounting and Finance Program and/or Municipal Law Program preferred. Is a Provincial or other vocational professional certification: Mandatory Preferred EXPERIENCE: How much on the job learning time is required to achieve average competence. (Consider the level of education listed above) Check the appropriate time period. About: 1 month 3 months 6 months 1 year 3 years 5 years 7 years or more INDEPENDENCE OF ACTION: List up to 5 examples of difficult decisions you make or duties you perform without reference to Supervisors or subsequent checks. 1. Planning, Inquiries, Comments, Referrals,Etc. 2. Website update 3. Routine inquiries general, departmental calendars, taxes, etc. Page 5 of 9
6 List up to 5 examples of difficult duties or decisions on which you seek consultation, check or obtain approval of your Supervisor. 1. Complex inquiries 2. New projects Do you have supervisory responsibilities? Yes No If yes, indicate the most appropriate (one) description of the supervision you exercise. Assign and check work of others doing similar work to myself. Provide technical support to junior staff Supervise a small group: assign work to be done, the methods to be used, take responsibility for all the work of the group Direct the work, practices, procedures of a major work unit. Establish the unit s priorities, control budgets and costs, work quality If these descriptions do not fit, please describe your supervisory responsibilities: Check the appropriate number of people for whose work you are fully accountable: Full time Part time Page 6 of 9
7 PHYSICAL DEMANDS: Check the appropriate level(s) Level of exposure 1. Standing or moving about Limited Occasional Frequent Continuous (inside) 2. Walking/climbing over Limited Occasional Frequent Continuous rough ground 3. Heavy physical effort Limited Occasional Frequent Continuous 4. Heavy visual concentration Limited Occasional Frequent Continuous JOB ENVIRONMENT: Consider any unpleasant aspects and choose the appropriate level. 1. Comparable to standard office 3. Noticeably disagreeable 2. Minor disadvantages 4. Continuously disagreeable Heat Outside work Cold Travel Fumes Danger Noise Other Examples: How many hours per week do you work? 35 Hours. What regular shift do you have? Monday Friday, 8:30 4:00 Do you have other irregular hours? Explain: Evening meetings. Page 7 of 9
8 BLANK PAGE Page 8 of 9
9 JOB FACT SHEET Deputy Clerk Treasurer BLANK PAGE Page 9 of 9
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