Job Posting
Deputy Clerk reports to CAO/Clerk
Full- Time (35 hours per week)
This position provides senior administrative, governance, and legislative support to the CAO/Clerk and supports Council and Committee operations, records management, by-law administration, statutory compliance, and municipal elections. The successful candidate will play a key role in ensuring efficient, professional, and transparent municipal operations.
The Deputy Clerk will:
• Coordinate and prepare Council and Committee agendas and meeting materials
• Attend meetings and prepare accurate minutes, action items, and follow-up tracking
• Provide executive administrative support to the CAO/Clerk, including scheduling,
• Support records management and assist with MFIPPA processes
• Support by-law administration, public notices, and corporate administrative processes
• Support municipal election administration in accordance with the Municipal Elections Act
• Provide liaison and support for municipal IT systems and tools, including meeting software and website updates
Qualifications:
• Post-secondary education in public administration, business administration, legal studies, or a related field, or equivalent combination of education and experience
• Minimum two years of municipal administration experience, preferably in a Clerk’s Office or governance environment
• Working knowledge of the Municipal Act, MFIPPA, and Municipal Elections Act
• Strong communication skills and demonstrated ability to prepare accurate minutes and professional correspondence. English and French are required.
• Strong organizational skills, sound judgment, and ability to manage competing priorities and deadlines. Experience with meeting management software, livestreaming, and website publishing is considered an asset.
• Office environment with frequent interruptions and public interaction
• Evening meetings and occasional additional hours during peak periods
• Regular handling of confidential and sensitive information
Salary and Benefits
•OMERS pension and benefits
Please submit a cover letter and résumé by February 20, 2026 to:
Email cover letter and resume:
Marc Serré, CAO/Clerk
Municipality of Markstay–Warren
info@markstay-warren.ca
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Deputy Clerk to the CAO/Clerk – Job Description (Full-Time)
Reports To: Chief Administrative Officer/Clerk (CAO/Clerk)
Full-Time (35 hours per week, including occasional evening meetings)
Location: Municipality of Markstay–Warren
Position Summary
The Deputy Clerk provides senior administrative, governance, and legislative support to the CAO and the Clerk’s Office. The position supports Council and Committee operations, records and information management, by-law administration, statutory compliance, and municipal elections.
The role also provides executive-level administrative support to the CAO/Clerk, including scheduling, correspondence, coordination of corporate initiatives, and confidential administrative assistance.
Key Responsibilities
- Council and Committee Governance Support
• Coordinate, draft, and prepare Council and Committee agendas under the direction of the CAO/Clerk, including the collection and organization of reports, attachments, and supporting materials.
• Prepare and publish agenda packages in accordance with legislative requirements, municipal procedures, and internal deadlines.
• Attend Council and Committee meetings as required and provide administrative and logistical support.
• Record, draft, format, and finalize minutes and action items in compliance with the Municipal Act and municipal by-laws.
• Track Council and Committee decisions, follow-up items, and reporting deadlines.
• Support circulation of Council directions to staff as assigned.
• Post agendas, minutes, notices, and meeting materials on the municipal website and notice boards.
- Executive Administrative Support to the CAO/Clerk
• Provide day-to-day executive administrative support including calendar management, scheduling, meeting coordination, and reminders.
• Prepare briefing binders, background materials, and speaking notes when requested.
• Draft, edit, and format correspondence, reports, memoranda, and administrative communications.
• Maintain confidential files and manage sensitive matters with discretion and professionalism.
• Coordinate internal contributions for Council reports and corporate initiatives.
• Monitor timelines, deliverables, and follow-up actions.
• Maintain corporate templates, forms, procedures, and administrative systems.
• Assist with travel and meeting logistics in accordance with municipal policies.
- Records, Information Management, and MFIPPA Support
• Support records management, digitization, indexing, and filing standards.
• Assist with compliance with the Records Retention By-law.
• Support the intake, tracking, and processing of MFIPPA requests under the direction of the CAO/Clerk.
• Coordinate internal record searches and prepare disclosure packages.
• Ensure secure handling, storage, and protection of municipal records.
- By-Law Administration and Corporate Administrative Support
• Support administration of municipal by-laws, licensing, and corporate processes as assigned.
• Assist with public notices, mailouts, postings, and statutory communications.
• Provide reception-level escalation support for residents seeking Council-related information.
• Guide inquiries to appropriate processes and staff.
• Provide administrative support to local boards and committees as assigned.
- Municipal Elections
• Serve as Returning Officer or Deputy Returning Officer as assigned.
• Assist the CAO/Clerk with administration of municipal and school board elections in accordance with the Municipal Elections Act.
• Support development of election procedures, policies, and forms.
• Assist with candidate and elector information and compliance requirements.
• Support management of the voters’ list.
• Assist with voting place setup, election worker training, voting operations, and results reporting.
• Maintain election documentation and records.
- Information Technology and Systems Support
• Act as liaison between municipal staff and external IT service providers.
• Coordinate and support eScribe training and system use.
• Provide first-level troubleshooting for computer hardware, software, and printers.
• Update and maintain website content as assigned.
• Coordinate cybersecurity awareness training.
• Assist with procurement and setup of new computer equipment.
Qualifications
• Post-secondary education in public administration, business administration, legal studies, or a related field, or equivalent combination of education and experience.
• Minimum two years of municipal administration experience, preferably in a Clerk’s Office or governance environment.
• Working knowledge of the Municipal Act, MFIPPA, Municipal Elections Act, and related legislation.
• Strong written and verbal communication skills.
• Demonstrated ability to prepare accurate minutes and professional correspondence.
• Strong records and information management skills.
• Proficiency with Microsoft Office, Adobe PDF, and agenda/minute management systems.
• Proven ability to manage competing priorities and meet deadlines.
• High level of professionalism, discretion, and sound judgment.
• Bilingualism (English/French). Required.
• Experience with meeting management software, livestreaming, and website publishing.
Core Competencies
• Organization and attention to detail
• Confidentiality and professionalism
• Customer service and public relations
• Initiative and accountability
• Strong formatting and document standards
• Calm, solution-focused approach under pressure
Working Conditions
• Works in a general office environment with frequent interruptions.
• Required to attend evening meetings and occasional additional hours during peak periods.
• Works closely with Council, staff, and the public.
• Regularly handles confidential and sensitive information.