Job Description
CLERK SERVICES COORDINATOR (1 Position)Reporting to: Manager, Corporate ServicesDepartment: ClerksClassification: PERMANENT Full Time; Non-UnionSalary Range: $78,882 - $92,802Hours of Work: 8:30 a.m. to 4:30 p.m. Monday to FridayApplication Deadline: No later than 4:00 p.m. August 9, 2024Why City of Woodstock?Known as the Friendly City, Woodstock is located in the heart of Oxford County and blends big-city conveniences with a small-town feel. With a growing population of over 45,000 welcoming citizens, Woodstock residents place high value on our small-town atmosphere, while enjoying urban amenities. The city is a great place to call home with amazing parks and trails, fantastic amenities as well as wonderful arts and cultural facilities. At the crossroads of highways 401 and 403, Woodstock has a thriving manufacturing sector and opportunities in agriculture, education and healthcare and convenient access to communities across Southwestern Ontario. Visitors can enjoy the city’s many festivals and delight in the many local shops and restaurants in Downtown Woodstock.When you work for the city, you get to be part of an incredible team of dedicated people with a range of skills and experiences to share. Our team works together to help build a strong, connected community where people have access to the services they need, while enjoying a relaxed lifestyle. Other great benefits to working at the City of Woodstock:Join a growing and dynamic organization offering rewarding careers,Competitive Wages,Defined Contribution Benefit Pension Plan (OMERS) where employee contributions (9%) are matched by the City,Training opportunities to support you in this role,And a great working environment for individuals committed to making a difference, just to name a few.Position Overview:Under the guidance and direction of the Manager, Corporate Services, this position will research, develop, recommend, and administer programs, policies, and procedures within the City Clerk’s Office. This position helps to foster a collaborative team environment by acting as a resource to other departmental staff and providing guidance and leadership to direct reports. This position is responsible for managing the Switchboard/Customer Service function of the department as well as the Corporation, the City’s Crossing Guard program, and Corporate Accessibility Plans. It also supports the City Hall Maintenance and Health and Safety program, and the Animal Control Program. Further, it provides guidance and advice to staff in other departments with respect to Board and Committee administration. Additionally, this position works closely with the Manager of Legislative Services/Deputy City Clerk to support the administration of the Freedom of Information requests.Responsibilities: * Manage customer service functions:Manage the switchboard program delivery for the Corporation and customer service delivery for the Division,Develop, implement, adapt, and modify programs, initiatives, policies, and procedures;Manage the Switchboard Operator.Manage the Crossing Guard program:Directly manage the Supervisor, Crossing Guards; indirectly manage approximately 25 crossing guards,Manage the program budget with the Supervisor, Crossing Guards.Prepare and distribute confidential City Council Closed Session agendas and other related correspondence:Access to highly confidential Council, Corporate, and Employee information for up to 20 Closed-Session Council meetings per year,Use eScribe software, Microsoft Office, and Adobe to develop agendas.Serve as the staff representative on the Woodstock Accessibility Advisory Committee and the Woodstock Community Grants Committee:Have working knowledge of the Committees’ respective policies and by-laws and the ability to apply them,Provide procedural advice, guidance, and policy interpretation, as well as manage correspondences and summon meetings as needed,Prepare and distribute agendas,Attend meetings and prepare minutes.Provide administrative support for the responsibilities under the Municipal Freedom of Information and Protection of Privacy Act:Responsible for the daily intake, processing, and release of Freedom of Information requests through the Vayle software,Work with various departments to gather responsive material,Assist with the annual IPC reporting requirements.Support the Manager, Corporate Services in coordinating the City’s accessibility requirements under the Accessibility for Ontarians with Disabilities Act and ensuring legislative compliance and policy development:Assist with the research, information gathering from various departments, and update of the Multi-Year Plan and Annual Status Reports,Provide some support with the remediation of documents for the City’s website.Assist the Manager, Corporate Services in coordinating and administering the City Hall Maintenance program, Health and Safety program (including responsibility for the City Hall Fire Plan), and Animal Control program.Provide other support in the Clerk’s Department, including but not limited to:Provide and interpret a variety of information, research, and advice to Council, other staff, and the public on legislative matters, by-laws, policies and procedures. Requirement to adapt, modify, develop programs, policies, and procedures and conduct research using best practices,Support the general conduct of the Municipal and School Board elections, including policy development and implementation,Act as a Commissioner for taking oaths and affidavits,Perform marriage ceremonies in accordance with legislative requirements,Assist with the ongoing development and maintenance of the City website pertaining to the City Clerk’s Department,Provide administrative support for the Boards and Committees program.Qualifications:University Degree or College Diploma in Public Administration, Business Administration, or a related fieldExcellent computer skills using Microsoft ApplicationsAbility to thoroughly and accurately research and report on various topics and legislative mattersAbility to communicate effectively both orally and in writingOrganizational and management abilityStrong research skillsAbility to interpret legislation and communicate legislative information to multiple stakeholdersLeadership ability, tact, diplomacy, political acuity, and good judgment skillsGood public relations skills and interpersonal skillsConflict resolution skills, ability to deal with angry and aggressive customersDetail-oriented with demonstrated initiative and a commitment to accuracyAbility to prioritize workloads and meet deadlinesAbility to exercise discretion and maintain confidentiality at all timesWorking Conditions:Usual public office conditions with frequent interruptions to provide advice, direction and information to staff, the public and Council.Must be able to organize work schedules to meet identified priorities and deadlines.Observes regular office hours however hours of work are governed by the time required to complete tasks.The City of Woodstock is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. We embrace equity, diversity, justice, inclusion and belonging and we’re committed to building a team that represents many backgrounds, perspectives and skills, representative of the communities we serve. The more inclusive we are, the better our work and workplace will be. We are committed to creating a workplace where people experience meaningful work, a sense of hope and optimism, an environment of trust, and inspired results. If this sounds like an environment in which you would like to work, apply here today!In accordance with the and the Ontario Human Rights Code, the City of Woodstock will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the City’s Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation by contacting hr@cityofwoodstock.ca. In accordance with the Municipal Freedom of Information & Protection of Personal Privacy Act, personal information collected will only be used for candidate selection. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.Satisfactory passing of a criminal record check, employment and proof of qualifications, will be required of any successful candidate(s) for this position.The Corporation of the City of Woodstock does not require proof of vaccination status.We invite all qualified applicants to submit their resume and cover letter via online at .We thank all candidates who apply, but advise that only those selected for an interview will be contacted.Powered by JazzHRCity of Woodstock
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