Deputy Clerk-Records Management Coordinator

Deputy Clerk-Records Management Coordinator

Town of Cobourg
Location: Cobourg, Ontario
Posted: May 11th 2020
Deadline Date: June 4th 2020
Salary: $70,205-82,130 per year

The Town of Cobourg is recruiting for a Deputy Clerk-Records Management Coordinator. This is a permanent, full-time position.

Reporting to the Manager, Legislative Services-Municipal Clerk, the position of Deputy Clerk-Records

Management Coordinator is responsible for coordinating the information governance and records management function, corporate accessibility, Freedom of Information (FOI) requests as well as assisting in the preparation of council’s agendas and minutes and attending council meetings. Additionally, the Deputy Clerk-Records Management Coordinator will be responsible for fulfilling the statutory duties of the Municipal Clerk in the absence of the Municipal Clerk as identified in the Municipal Act, 2001, and other related legislation.


  • Administer and manage the town’s records management program, a corporate-wide electronic document and records management system governing the creation storage and retention of records
  • Develop, recommend and implement policies, procedures and guidelines for corporate-wide record and information management, electronic document management, archives, imaging and other related services
  • Coordinate the processing of requests under the Municipal Freedom of Information and Protection of Privacy Act; provide advice and guidance to other departments for compliance with this Act
  • Deputy issuer of marriage licenses, deputy division registrar and commissioner of oaths
  • Provide assistance and back-up support to the Municipal Clerk and assume the statutory role of Municipal Clerk in his/her absence
  • Provide council and committee secretariat support services, including preparation of resolutions, agendas, and minutes and the disposition of all resulting actions of council as required
  • Facilitate the public process, ensuring fair, open and accountable practices for open and closed session meetings with transparency and professional integrity
  • Attend council and committee meetings as required
  • Assist the Municipal Clerk with the statutory responsibilities for municipal elections in reports and in accordance with the Municipal Elections Act, including the updating and preparation of the voter's list and election materials, the scheduling of voting places, the training and organization of elections staff and act as deputy returning officer
  • Assist with council orientation and inauguration
  • Research and perform analysis related to by-laws and legislation and prepares reports as required by the Municipal Clerk
  • Research projects, tasks, assignments and prepare reports to council, staff and various boards and committees
  • Provide guidance, advice, direction and recommendations to staff and members of council, public and external agencies with respect to records management, by-laws, procedures, policies and legislation
  • Update and revise information on the website
  • Certify documents
  • Perform other duties as may be assigned
  • Degree in public administration, municipal administration, law, political science or a related discipline from an accredited university
  • Minimum of two years of progressive municipal experience, preferably in a municipal clerk's office is required
  • Completion or working towards the completion of AMCTO Municipal Administration Program (MAP) is an asset
  • Working knowledge of relevant legislation, regulations and statutes including the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, Municipal Elections Act, and other applicable statutes and regulations
  • Sound knowledge of municipal administration, privacy, municipal elections, corporate records and information management and parliamentary rules
  • Demonstrated proficiency with electronic applications for agenda management, records management and elections
  • Political acuity and organizational skills to effectively manage interactions with various internal and external contacts with tact and discretion
  • Excellent customer service skills
  • Advanced communication, writing and presentation skills
  • Ability to coordinate and manage workloads and concentrate on work requirements under pressure to meet competing deadlines
  • High level of tact, diplomacy and confidentiality
  • Excellent organizational skills
Additional Information

This is a full-time position at 35 hours per week and is governed by the town’s non-union policies and

procedures. This position may be required to respond outside normal working hours as required.

The ability to work outside of regular office hours as required.

The annual salary for this position is a non-union grade 6 $70,205-$82,130, plus a competitive benefits package.

Interested applicants should forward their resume in confidence no later than June 4, 2020, at 4:00pm.

NOTE: Due to COVID-19 restrictions the interviews and the selection process may be delayed We thank all applicants however only those selected for an interview will receive a response.

In accordance with the Municipal Freedom of Information and Protection Privacy Act, the information gathered is collected pursuant to the Municipal Act, 2001, as amended. The Town of Cobourg is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.

Contact Information
Human Resources Department
Town of Cobourg
55 King Street West,
Cobourg, Ontario
K9A 2M2

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