Town Clerk

Under the administrative direction of the Chief Administrative Officer, the Town Clerk plans, organizes, and participates in all Town Clerk functions including but not limited to retaining custody of and maintaining the Town’s official records and history, coordinating the conduct of all Town Council meetings, and oversees the preparation of Council meeting agendas and minutes.   The incumbent is also accountable for the preparation and maintenance of the Town’s by-laws.  The Town Clerk is accountable for accomplishing goals and objectives and for furthering Town goals and objectives within general policy guidelines and by-laws.  This position requires initiative, judgment and ability to work effectively and independently with the public and other officials.  

The position supervises the By-law Enforcement Office, the Deputy Clerk’s Office and the Executive Administrative Assistant. The work involves public and extensive contact with the CAO, Mayor and Town Council members.  The incumbent works in accordance with the Local Governance Act and general law.

Reports to: Chief Administrative Officer (CAO)

Part I - Duties / Responsibilities

• Attends Town Council meetings.
• Acts as custodian of the Town seal.
• Ensures the preparation of Council agendas, orders and minutes for the proceedings and maintains indexes and preserves all permanent Council and other Town records.
• Responsible for the Town’s administration, communication, and response to requests as per the provincial Right to Information and Protection of Privacy Act (RTIPPA).
• Responsible for general contracts and other agreements ensuring they are signed and recorded in a timely manner and that Town insurance requirements are met.
• Administers Town-wide programs, including Conflict of Interest, Code of Conduct, Document Imaging, and advertising of Public Hearings and Special Meetings.
• Responsible for the completion of all Subdivision legal documents to ensure subdivisions are properly registered.
• Receives and coordinates responses to all subpoenas for records, lawsuits, and depositions to appear served on the Town.
• Responsible for the validation of official documents, oversees posting of official notices, ordinances, and advertisements; records documents with the provincial and federal governments as required. 
• Assists the CAO in implementing decisions of the Council and its Committees.
• Administers the statutory Oath of Office for elected officials.
• Responsible for the administration of the tender process.
• Responsible for the administration process associated with by-laws including the advertisements, legal documentation, filing, etc.
• Responsible for the research of new by-laws and by-law amendments.
• Responsible for the administration and enforcement related to the Town’s Animal Control. 
• Attends workshops, conferences, and educational sessions to keep abreast of mandated legislative and procedural changes.  Informs appropriate Town officials and committees of necessary changes needed for compliance. 
• Responsible for the orientation of newly elected Council members. 
• Coordinates special events/projects for the CAO and Mayor & Town Council as required. 
• Subject to regular performance appraisal by the Chief Administrative Officer.
• Supervises assigned clerical and technical staff including the Deputy Clerk, Executive Administrative Assistant, and the By-Law Enforcement Officer; and is responsible for the performance evaluations for those staff members. 
• Builds and maintains positive working relationships with co-workers, other Town employees and the public using the principles of good customer service. 
• Performs other duties as assigned or required by the CAO.

Part II - Job Requirements

• Bachelor’s degree in public administration, Business Administration or equivalent related bachelor’s degree. 
• National Advanced Certificate in Local Authority Administration (NACLAA) or equivalent
• Minimum of five (5) years relevant work experience with a municipal administration.    
• Member of the New Brunswick Association of Municipal Administrators would be an asset.
• Strong working knowledge of the functions, authority, responsibilities, and limitations of an elected Council.
• Knowledge of the functions, services, and funding sources of a municipal government. 
• Demonstrated knowledge of the laws, codes, and statutes related to right to information legislation.    
• Ability to interpret and implement Town policies and procedures.
• Excellent written and spoken English communication skills. 
• Excellent organizational skills and time management.  
• Excellent knowledge of Microsoft Office (Word, Excel & PowerPoint).
• Excellent working knowledge of SharePoint
• Workplace First Aid and CPR/AED certified. 

Part III - Working Conditions:

• Incumbents will be required to work non-traditional hours (evenings) to prepare and attend Town Council meetings. 
• Work environment may include but is not limited to Town Hall.
• The incumbent may find the environment to be busy, noisy and will need excellent organizational and stress management skills to complete the required tasks.

How to apply:

Please send your resume and detailed cover letter to jobs@townofriverview.ca, indicating “Town Clerk” in the subject line.