CORPORATION OF THE TOWNSHIP OF GILLIES
JOB DESCRIPTION
POSITION TITLE:
Clerk-Treasurer
REPORTING RELATIONSHIP:
Reports to Council
PURPOSE OF POSITION:
To provide a wide variety of financial, administrative and legal services.
To provide a wide variety of administrative support service to Roads
Maintenance Coordinator, Building Inspector, Volunteer Fire Department and
Riverside Cemetery.
To manage the day to day obligations of the Township.
SCOPE OF POSITION:
Complies with legislation, by-laws, resolutions, policies, and decisions of Council.
Works within the policies, procedures and priorities established by legislation, bylaws, and resolutions
Maintains accepted office management practices.
Liaises with other departments and committees to ensure Council decisions and
policies are communicated to department heads and provides assistance with
ensuring compliance.
RESPONSIBILITIES:
1. Municipal Clerk
1.1
Performs statutory duties of the Municipal Clerk under the Municipal Act
and other Acts of the Legislature.
1.2
Drafts by-law, policies, resolutions and minutes for Council consideration;
conduct necessary research, obtaining legal advice when required, to
provide background information for discussion and decision making by
Council.
Prepares agendas and background material for Council meetings.
Records minutes of the meetings.
Communicates and executes Council decisions.
1.3
Interprets by-laws, resolutions and policies to interested citizens;
communicates public concerns to Council.
1.4
Provide a communication link between and among the following; Council;
municipal boards; government ministries and agencies; private sector;
general public.
1.5
Prepare for municipal elections under legislation in capacity of Returning
Officer. Provides for continuity of municipal services following elections,
providing orientation to new councillors.
1.6
Responsible for records management in accordance to policy.
2. Municipal Treasurer
2.1
Performs statutory duties of Municipal Treasurer under the Municipal Act
and other Acts of Legislature.
2.2
Provides assistance to Council in the preparation of the annual budget by
providing accurate information in terms of potential revenue and
expenditure estimates.
2.3
Facilitates long range financial planning to ensure the solvency of the
municipality.
2.4
Makes application for grants from various sources and monitoring receipt
of same. Establishes and monitors processes by which other revenues
can be secured.
2.5
Arranges for the borrowing of monies where necessary.
2.6
Keeps the Township "books" which means: ensures that processes are in
place to ensure the security of all monies and/or other financial assets
collected and held by or on behalf of the municipality or held and
administered in trust by the municipality.
Ensure that complete and accurate records are kept so as to correctly
reflect the assets and liabilities of the municipality and so as to provide a
complete history of all transactions undertaken on behalf of the
municipality.
Prepares all journal entries, distribute and post accounts payable and
receivable to General Ledger.
Monthly bank reconciliation.
2.7
Prepares regular financial reports to Council and Department Heads
pertaining to the revenues and expenditures recorded to date versus
budget,
2.8
Co-ordinates the performance of the annual audit with the Municipal
Auditor; prepares necessary working papers.
2.9
Advises Council on the Municipality's insurance protection program.
2.10
Ensures that all accounts owing by the municipality are paid promptly.
Ensures that all expenditures and/or payment are authorized by Council
and/ or made under authority of municipal or provincial legislation.
2.11
Prepares such financial reports as are required by the Province.
2.12
Prepares tax bill and inserts for mail out twice a year; takes appropriate
measures to ensure that tax arrears are kept at a low level.
2.13
Prepares tax certificates for solicitors.
2.14
Prepares and administers Request for Proposals, Request for Quotes and
tenders in accordance to council direction and procurement policy.
3. Administrative Officer
3.1
Responsible for the hiring, training and assignment of temporary staff
under her/his direction.
3.2
Plans, organizes and assigns work and discusses plans and priorities with
staff members.
3.3
Provides leadership and guidance.
3.4
Evaluates performance and recommends appropriate action for staff
changes and staff status change.
3.5
Uses contemporary management techniques; maintains accessibility to
workers to discuss ideas and problems, to review work in progress and to
provide leadership.
3.6
Ensures that occupational health and safety practices are strictly observed
in the Municipal Office.
3.7
Modifies work schedules when required to deal with emergency situations.
3.8
Keeps staff under her/his direction, as well as Department Heads,
informed on township policies that affect them.
3.9
Maintain municipal public communications including directing maintenance
of municipal website and development of quarterly newsletter.
4. Other Duties
4.1
Administers Riverside Cemetery:
(a) maintains cemetery records;
(b) ensures trust account for Cemetery is accurately maintained;
(c) act as a conduit for information or access to the Riverside Cemetery.
4.2
Waste Disposal Site
(a) assist the Roads Maintenance Coordinator in the management of the
waste disposal site.
(b) makes such reports or recommendations to Council as are requested
or as are indicated by the circumstances.
4.3
Planning
(a) ensures Township maintains compliancy with the Planning Act.
4.5
Lottery Licensing Officer
(a) administer the duties of the Lottery Licensing Officer using the
municipal by-law and the policies of the Lottery Licensing Policy Manual
issued by the Alcohol and Gaming Commission of Ontario.
4.7
Human Resources
(a) develop/review job descriptions;
(b) recruitment of employees (job ads, interviews, resume review);
(c)pension and benefit administration;
(d) review and recommendation of annual Wage Package Agreement.
4.8
By-law Enforcement
(a) act as first point of contact for by-law infraction complaints and
investigation process in accordance to policy.
WORKING CONDITIONS:
Works in municipal public office conditions and in full view of the public; work is subject
to frequent and ongoing interruption and priority shifts.
Work involves a heavy volume and variety of tasks, many of which have tight deadlines
and frequent periods of peak activity.
Usual hours of work: 8:30 a.m. to 4:30 p.m. four days per week, with ½ a half hour
unpaid lunch break between 12:00 to 12:30 p.m.
Two monthly evening Council meetings and such special meetings of Council as are set
from time to time.
Periodic workshops, conference, webinars, etc.
Total average hours per week including office hours and evening meetings is 32.
KNOWLEDGE AND SKILLS:
Formal training and/or relevant responsible experience in municipal administration and
finance; good knowledge of the community; organizational and analytical ability;
judgement; tact; public relations and communications skill; ability to establish and
maintain effective working relationships inside and outside the corporation; full
knowledge of provincial legislation and policy that affects local government.
Ability to operate, manage computer with word processing and spread sheet capability.
A good understanding of the municipal legal, planning and accounting processes.
Exhibit a high level of integrity during and after office hours.
Ability to exercise good judgement in remaining sensitive to the needs and opinions of
the co-workers and public.
Ability to work well with minimal direction from Council.
March 2013