Deputy Clerk

Job Description

Deputy Clerk, Clerks Division

Vacancy: Yes

Posting #: NU-2026-05

Posting Period: February 20 – March 11, 2026

Employer Group: Non-Union 

Reporting to: Municipal Clerk 

Grade: 10

Wage Range Annually: $101,228 – $123,141

Position Status: Permanent full-time

Work Hours per Week: 35

Location: Cayuga, ON (Haldimand County Administration Building)

Core Competencies

• Critical Thinking
• Project Management 
• Interpersonal Communications
• Initiative
• Collaborative Skills

Position Summary

The Deputy Clerk plays a key leadership role within the Clerk’s Division, supporting effective municipal governance and transparent decision making. Reporting directly to the Clerk, the incumbent is responsible for coordinating Council and Committee processes, managing divisional operations in the Clerk’s absence, and ensuring compliance with a wide range of statutory requirements under the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, the Municipal Elections Act, the Community Safety and Policing Act, and the Drainage Act. The position also provides oversight and administrative leadership for the Haldimand OPP Detachment Board, ensuring adherence to all applicable legislation and County policies while monitoring and analyzing related revenues and expenditures. This role contributes to organizational accountability, public trust, and the delivery of high quality municipal services.

Qualifications, Knowledge, and Skills

Education

• Community College Diploma relative to the area of responsibility, completed within more than two academic years.
• CMO (Certified Municipal Officer) or AMP designation preferred.
• Post-secondary diploma/degree in administration, business, political science, social sciences, science or a related field is preferred. 

Experience

• Over three years of recent, related experience within a municipal environment.
•  Minimum experience of working in two municipal and school board elections.

Knowledge/Skills

• Good understanding of municipal government, its operations and services.
• Good understanding of legislation relative to areas of accountability / responsibility.
• Must possess a valid Ontario driver’s license and have access to a reliable vehicle.
• Excellent verbal and written communication skills with the ability to influence, motivate, provide. training, using flexible communication styles and to ensure suitable agreement, decisions are reached.
• Demonstrated initiative, and ability to make decisions involving long term strategic policies.
• Demonstrated ability to work independently referring only to major problems to supervisors/managers.
• Demonstrated ability to exercise significant discretion and sensitivity involving regular access to confidential data.
• Proven ability to provide sound financial advice.
• Demonstrated analytical and problem-solving skills involving regular ingenuity, and development of complex, new, and improved methods, procedures, systems, etc.
• Demonstrated capability to manage staff within division.
• Organizational skills with conscientiousness, to avoid errors and ability to meet deadlines.
• Excellent interpersonal skills including the ability to work effectively in a team environment and guide interdisciplinary team-based discussions to increase staff morale, team building and team spirit.
• Technology Aptitude
  • Demonstrated intermediate computer skills to utilize various technological devices and programs while adhering to cybersecurity and best practices are followed.
  • Intermediate knowledge of MS Office (Word, Excel, Outlook, PowerPoint)

Responsibilities

The incumbent is responsible for, but not limited to:

Corporate

• Develop Division goals and objectives in concert with approved Strategic Goals, and directs the Division’s operations to achieve those goals.
• Prepare business plans, budgets, and monitor performance.
• Provide training related to policy and legislative requirements.
• Advise Council, staff, and the public on by-laws, legislation, and other pertinent matters

People

• Supervise the Council Services Assistant position.

Money/Asset

• Assist the Clerk with budget preparation; monitor status of the Haldimand OPP Detachment Board budget throughout the year, taking appropriate actions to ensure adherence to the approved budget.

Functional

• Administer applicable legislation and regulations relevant to the Division including relevant collective agreements and other corporate policies.
• Support accessibility initiatives, customer service functions, and other special projects as assigned.
• Provide input to the Corporate Records Management Program.
• Draft by-laws.
• Coordinate the review of all corporate by-laws prior to Council enactment ensuring conformity with provincial legislation and corporate policies.
• Attend Council and Committee meetings, including acting as Council Secretariat in the absence of the Clerk.
• Coordinate the review of all corporate by-laws prior to Council enactment ensuring conformity with provincial legislation and corporate policies.
• Assume the statutory duties of the Clerk and the management of the Division in the absence of the Clerk.
• Prepare Requests for Proposal as required.
• Ensure the Council Secretariat functions of the Haldimand OPP Detachment Boar.
• Research and prepare reports on current projects or issues; present information at public meetings, Council meetings, and/or staff meetings.
• Ensure materials produced by the Clerks Division are compliant with the most up-to-date legislations of the AODA.
• Apply human resource management practices (recruitment, development and performance evaluation) in accordance with approved policies to ensure an effective team.
• Assist with, when required, records management and Freedom of Information matters in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
• Provide supervision and guidance to staff; ensure all involved have clear understanding of the work to be completed and the processes and procedures to follow.
• Represent the Department and/or Division at relevant meetings
• Commissioner of Affidavits.
• Administration
  • Act as Commissioner of Affidavits, Deputy Issuer of Marriage Licences and Deputy Division Registrar for issuing Burial Permits
  • Deputy Division Registrar – Death certificates

Demonstrate commitment to the Haldimand County Code of Conduct

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.