Job Posting
Deputy Clerk reports to CAO\/Clerk
Full- Time (35 hours per week)<\/p>\n\n\n\n
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.<\/p>\n\n\n\n
The Deputy Clerk will:
\u2022 Coordinate and prepare Council and Committee agendas and meeting materials
\u2022 Attend meetings and prepare accurate minutes, action items, and follow-up tracking
\u2022 Provide executive administrative support to the CAO\/Clerk, including scheduling,
\u2022 Support records management and assist with MFIPPA processes
\u2022 Support by-law administration, public notices, and corporate administrative processes
\u2022 Support municipal election administration in accordance with the Municipal Elections Act
\u2022 Provide liaison and support for municipal IT systems and tools, including meeting software and website updates<\/p>\n\n\n\n
Qualifications:
\u2022 Post-secondary education in public administration, business administration, legal studies, or a related field, or equivalent combination of education and experience
\u2022 Minimum two years of municipal administration experience, preferably in a Clerk\u2019s Office or governance environment
\u2022 Working knowledge of the Municipal Act, MFIPPA, and Municipal Elections Act
\u2022 Strong communication skills and demonstrated ability to prepare accurate minutes and professional correspondence. English and French are required.
\u2022 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.
\u2022 Office environment with frequent interruptions and public interaction
\u2022 Evening meetings and occasional additional hours during peak periods
\u2022 Regular handling of confidential and sensitive information<\/p>\n\n\n\n
Salary and Benefits
\u2022OMERS pension and benefits
Please submit a cover letter and r\u00e9sum\u00e9 by February 20, 2026 to:<\/p>\n\n\n\n
Email cover letter and resume:<\/p>\n\n\n\n
Marc Serr\u00e9, CAO\/Clerk
Municipality of Markstay\u2013Warren
info@markstay-warren.ca<\/p>\n\n\n\n
We thank all applicants for their interest. Only those selected for an interview will be contacted.<\/p>\n\n\n\n
<\/p>\n\n\n\n
Deputy Clerk to the CAO\/Clerk \u2013 Job Description (Full-Time) Position Summary<\/p>\n\n\n\n The Deputy Clerk provides senior administrative, governance, and legislative support to the CAO and the Clerk\u2019s Office. The position supports Council and Committee operations, records and information management, by-law administration, statutory compliance, and municipal elections.<\/p>\n\n\n\n The role also provides executive-level administrative support to the CAO\/Clerk, including scheduling, correspondence, coordination of corporate initiatives, and confidential administrative assistance.<\/p>\n\n\n\n Key Responsibilities<\/p>\n\n\n\n \u2022 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. \u2022 Provide day-to-day executive administrative support including calendar management, scheduling, meeting coordination, and reminders. \u2022 Support records management, digitization, indexing, and filing standards. \u2022 Support administration of municipal by-laws, licensing, and corporate processes as assigned. \u2022 Serve as Returning Officer or Deputy Returning Officer as assigned. \u2022 Act as liaison between municipal staff and external IT service providers. Qualifications<\/p>\n\n\n\n \u2022 Post-secondary education in public administration, business administration, legal studies, or a related field, or equivalent combination of education and experience. Core Competencies<\/p>\n\n\n\n \u2022 Organization and attention to detail Working Conditions<\/p>\n\n\n\n \u2022 Works in a general office environment with frequent interruptions. <\/p>\n","protected":false},"excerpt":{"rendered":" Job PostingDeputy Clerk reports to CAO\/ClerkFull- 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…<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[110],"tags":[116,119,130,117],"class_list":["post-297","post","type-post","status-publish","format-standard","hentry","category-employment","tag-employment","tag-full-time","tag-job-posting","tag-opportunities"],"translation":{"provider":"WPGlobus","version":"3.0.2","language":"fr","enabled_languages":["en","fr"],"languages":{"en":{"title":true,"content":true,"excerpt":false},"fr":{"title":false,"content":false,"excerpt":false}}},"_links":{"self":[{"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/posts\/297","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/comments?post=297"}],"version-history":[{"count":2,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/posts\/297\/revisions"}],"predecessor-version":[{"id":402,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/posts\/297\/revisions\/402"}],"wp:attachment":[{"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/media?parent=297"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/categories?post=297"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/markstay-warren.ca\/fr\/wp-json\/wp\/v2\/tags?post=297"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
Reports To: Chief Administrative Officer\/Clerk (CAO\/Clerk)
Full-Time (35 hours per week, including occasional evening meetings)
Location: Municipality of Markstay\u2013Warren<\/strong><\/p>\n\n\n\n\n
\u2022 Prepare and publish agenda packages in accordance with legislative requirements, municipal procedures, and internal deadlines.
\u2022 Attend Council and Committee meetings as required and provide administrative and logistical support.
\u2022 Record, draft, format, and finalize minutes and action items in compliance with the Municipal Act and municipal by-laws.
\u2022 Track Council and Committee decisions, follow-up items, and reporting deadlines.
\u2022 Support circulation of Council directions to staff as assigned.
\u2022 Post agendas, minutes, notices, and meeting materials on the municipal website and notice boards.<\/p>\n\n\n\n\n
\u2022 Prepare briefing binders, background materials, and speaking notes when requested.
\u2022 Draft, edit, and format correspondence, reports, memoranda, and administrative communications.
\u2022 Maintain confidential files and manage sensitive matters with discretion and professionalism.
\u2022 Coordinate internal contributions for Council reports and corporate initiatives.
\u2022 Monitor timelines, deliverables, and follow-up actions.
\u2022 Maintain corporate templates, forms, procedures, and administrative systems.
\u2022 Assist with travel and meeting logistics in accordance with municipal policies.<\/p>\n\n\n\n\n
\u2022 Assist with compliance with the Records Retention By-law.
\u2022 Support the intake, tracking, and processing of MFIPPA requests under the direction of the CAO\/Clerk.
\u2022 Coordinate internal record searches and prepare disclosure packages.
\u2022 Ensure secure handling, storage, and protection of municipal records.<\/p>\n\n\n\n\n
\u2022 Assist with public notices, mailouts, postings, and statutory communications.
\u2022 Provide reception-level escalation support for residents seeking Council-related information.
\u2022 Guide inquiries to appropriate processes and staff.
\u2022 Provide administrative support to local boards and committees as assigned.<\/p>\n\n\n\n\n
\u2022 Assist the CAO\/Clerk with administration of municipal and school board elections in accordance with the Municipal Elections Act.
\u2022 Support development of election procedures, policies, and forms.
\u2022 Assist with candidate and elector information and compliance requirements.
\u2022 Support management of the voters\u2019 list.
\u2022 Assist with voting place setup, election worker training, voting operations, and results reporting.
\u2022 Maintain election documentation and records.<\/p>\n\n\n\n\n
\u2022 Coordinate and support eScribe training and system use.
\u2022 Provide first-level troubleshooting for computer hardware, software, and printers.
\u2022 Update and maintain website content as assigned.
\u2022 Coordinate cybersecurity awareness training.
\u2022 Assist with procurement and setup of new computer equipment.<\/p>\n\n\n\n
\u2022 Minimum two years of municipal administration experience, preferably in a Clerk\u2019s Office or governance environment.
\u2022 Working knowledge of the Municipal Act, MFIPPA, Municipal Elections Act, and related legislation.
\u2022 Strong written and verbal communication skills.
\u2022 Demonstrated ability to prepare accurate minutes and professional correspondence.
\u2022 Strong records and information management skills.
\u2022 Proficiency with Microsoft Office, Adobe PDF, and agenda\/minute management systems.
\u2022 Proven ability to manage competing priorities and meet deadlines.
\u2022 High level of professionalism, discretion, and sound judgment.
\u2022 Bilingualism (English\/French). Required.
\u2022 Experience with meeting management software, livestreaming, and website publishing.<\/p>\n\n\n\n
\u2022 Confidentiality and professionalism
\u2022 Customer service and public relations
\u2022 Initiative and accountability
\u2022 Strong formatting and document standards
\u2022 Calm, solution-focused approach under pressure<\/p>\n\n\n\n
\u2022 Required to attend evening meetings and occasional additional hours during peak periods.
\u2022 Works closely with Council, staff, and the public.
\u2022 Regularly handles confidential and sensitive information.<\/p>\n\n\n\n