Clerk and Director

Summary Description

Under the authority of the general manager, the person holding this position plans, organizes, coordinates, directs, and controls all activities related to the management of the clerk's office and legal affairs. They also collaborate in determining strategic objectives and support the implementation of decisions made by the municipal council and the General Management.

The person holding this position provides the necessary administrative and legal support for the conduct and follow-up of municipal council meetings, including preparing the agendas and drafting the minutes which they distribute. They are responsible for the process of adopting regulations and the opening of tenders. They publish the required public notices by law. They receive and manage complaints against the City and act as an expert in law for the various instances of the City in matters that fall under their responsibilities. They also provide high-level advisory roles to the General Management and the municipal council on any questions related to the interpretation of laws, regulations, and other legal documents, and provide legal recommendations and opinions. Additionally, they manage real estate files, which includes negotiating with external partners.

With the support of the Section Head - Document Management, whom they oversee, the person holding this position is also the custodian of all the City's archives. As the designated responsible person, they receive and respond to requests for access to information.

Finally, the person holding this position serves as the president of municipal elections or referendums.

1. Education

• Bachelor's degree in law;
• Member of the Barreau du Québec;
• Additional training in management (asset).

2. Experience

• Minimum of ten (10) years of experience in the field of employment, including at least five (5) years in a management position;
• Experience in supervising unionized staff.

3. Knowledge

• Proficiency in French both orally and in writing;
• Knowledge of laws, rules, political structures, and procedures related to the municipal environment;
• Knowledge of budget management;
• Knowledge of Microsoft Office suite software.

4. Other

• Superior writing skills.

5. Skills and Personal Qualities

• Analytical capacity;
• Synthesis capacity;
• Decision-making/judgment;
• Interpersonal communication;
• Sense of environment;
• Attention to detail;
• Rigor;
• Being organized;
• Ability to adapt;
• Integrity;
• Stress resistance;
• Customer orientation;
• Results orientation;
• Ability to negotiate.

Summary of Tasks

• 1. Municipal Council Affairs and Regulation
• 1.1. Serve as the secretary of the municipal council, and in that capacity:
• 1.1.1. Prepare the agendas for plenary committee meetings and council sessions;
• 1.1.2. Write the draft resolutions submitted during council sessions;
• 1.1.3. Attend council sessions according to the established schedule and prepare the minutes or minutes;
• 1.1.4. Ensure liaison with the various municipal services to comply with decisions made by the municipal council and the general management;
• 1.1.5. Ensure the maintenance of the minutes and regulations records;

1.2. Develop policies and programs related to the publication of public notices and the processing of civil registries and ensure the obtaining of the required approvals and compliance with legal deadlines; 1.3. Write various regulations, resolutions, and public notices and coordinate and supervise the activities inherent to the adoption of zoning regulations and loan regulations; 1.4. Ensure compliance with procedural schedules, particularly regarding public notices, regulations, minor deviations, PPCMOI, agreements, and contracts, etc.

2. Document Management and Access to Information and Protection of Personal Information 2.1. Ensure the management, conservation, and classification of archives, books, registers, plans, maps, and other documents that are the property of the municipality or are produced, deposited, and conserved in the municipal office or on a digital platform; 2.2. Ensure the maintenance of a document management system and its development according to administrative needs; 2.3. Control and provide copies and certified extracts of books, registers, archives, or other documents conserved in the municipal office, in accordance with applicable laws, particularly the Act on Access to Documents of Public Bodies and the Protection of Personal Information; 2.4. Serve as an expert-advisor to the departments in matters of personal information protection.

3. Legal Affairs / Real Estate / Contract Adjudication / Tax Arrears 3.1. Manage real estate files, which includes negotiating with external partners; 3.2. Process tax arrears files and take the necessary measures to protect the City's interests in the sale of properties; 3.3. Negotiate and draft protocols, agreements, contracts, and leases that may bind the City and involve citizens, developers, and partners; 3.4. Participate in the contract adjudication process, including serving as a secretary to selection committees; 3.5. Serve as an expert in law for the various instances of the City in matters that fall under their responsibilities and provide high-level advisory roles to the General Management and the municipal council on any questions related to the interpretation of laws, regulations, and other legal documents, and provide legal recommendations and opinions; 3.6. Receive, analyze, and coordinate the processing of complaints addressed to the City, ensure their follow-up, and represent the City as a prosecutor before courts and administrative and quasi-judicial bodies, or support the prosecutor mandated by the City in these matters, and to this end, draft all legal procedures and present all required legal arguments; 3.7. Ensure the follow-up of the City's litigious files, negotiate amicable settlements, and coordinate the work of external lawyers; 3.8. Administer the City's property insurance portfolio.

4. Public Services and Municipal Elections 4.1. Serve as a commissioner for oaths; 4.2. Respond to information requests directed to the clerk's office, in connection with municipal regulations and decisions made by the municipal council; 4.3. Assist and guide the citizen in their dealings with the service; 4.4. Serve as the president of elections and referendums and ensure the realization of the establishment of electoral districts, the census of voters, the preparation and revision of electoral lists, the appointment of electoral staff, the organization of polling stations, the conduct of the vote, the compilation and dissemination of results.

5. Administrative and Financial Management 5.1. Collaborate in determining the City's strategic objectives, particularly in formulating proposals and intervention axes regarding the challenges and issues identified concerning the interpretation of laws and regulations and the management and accessibility of regulatory, administrative, and historical documents; 5.2. Determine the objectives, action priorities, and expectations in the preparation of the annual action plan of the service and distribute the mandates by ensuring the regular coordination of activities; 5.3. Propose a strategic plan to guide the service's actions, in the short and medium term; 5.4. Develop, implement, and ensure the follow-up and updating of the implementation of strategic plans (triennial plans) relating to the various sectors under their responsibility; 5.5. Undertake or implement studies, research, and analyses to optimize the organization of work and the use of available resources in accordance with the evolution of needs and the identified issues for the City; 5.6. Maintain continuous relations with various government bodies, the municipal council, and different stakeholders; 5.7. Prepare the budgetary forecasts