Clerk And Manager, Policy - Full-Time Positioncorporate Services

Conservation Authority Downsview Toronto And Region Conservation Authority

Position Overview:

Reporting to the Chief Financial and Operating Officer, the Clerk and Manager, Policy position is responsible for providing leadership, guidance and effective management of the organization’s Clerk’s Office and policies and procedures, which includes Freedom of Information and Protection of Privacy Act related matters.

In the role of Clerk, the primary services include supporting Board of Directors and at Board Committee meetings, internal staff committee meetings (e.g. Policy Committee and Agenda Review Committee), providing leadership and advice to the CEO and CFOO in matters of protocol, and providing support to Board Members. As such, for statutory purposes the Clerk reports to the Board of Directors and to the Chief Executive Officer for any Board of Director matters that arise.

Knowledge and Experience:

  • University degree in public administration and/or related field.
  • CMO designation with full membership in the Association of Municipal Managers, Clerks and Treasurers of Ontario.
  • Minimum of five (5) years of experience working in a public sector clerk’s office including multiple years providing senior level support.
  • Minimum of two (2) years of experience writing organizational policies and procedures.
  • Good working knowledge of member municipal councils and conservation authority board rules.
  • Knowledge of Robert’s Rules of Order for meeting procedures.
  • Must have good knowledge of the Municipal Freedom of Information and Protection of Privacy Act, and orders from the Information and Privacy Commissioner.
  • Ability to handle sensitive information and maintain a high degree of confidentiality.
  • General knowledge of records and information management.
  • Good supervisory and customer service skills.
  • Excellent organizational and administrative skills, with high attention to detail.
  • Strong time management skills with the ability to prioritize and work in a fast-paced environment.
  • Proficiency in Microsoft Office applications.

Major Responsibilities:

  • Preserves a listing of all TRCA policies and procedures, ensuring that they are updated within their prearranged review periods, including, but not limited to, those pertaining to Governance, Accessibility, Finance & Accounting, Human Resources and Information Technology.
  • Researches and collects various sources of information (e.g., First Reference templates, legislation, regulations, policies and programs in other jurisdictions/similar organizations) to support policy and procedure development, and participates in the writing of corporate policies as assigned.
  • Analyzes and evaluates policy/program information, using quantitative analysis to synthesize data, identifies issues and trends, and prepares analytical and statistical reports, for review/action (i.e. Vacation carryforward).
  • Prepares a range of draft analyses, and policy/program reports, such as options papers, briefing notes, contentious issues reports, and briefing materials for use by the Senior Leadership Team and for the Board of Directors.
  • Prepares correspondence in response to public inquiries regarding policies and procedures of the Board of Directors and TRCA.
  • Liaise with Board Members about material for and from board meetings; questions and concerns on meeting material to appropriate TRCA staff as well as on any other Clerk related concerns presented. Provide guidance to the board members and/or delegate to staff, while keeping SLT involved as appropriate, with required follow-up for resolution and information sharing on these issues.
  • Prepares meeting schedules for all Board meetings, including coordination with municipalities and agencies, for annual Board of Directors approval.
  • Approve content of all material for agendas. Ensure preparation for Board meetings, including informing business units of public presentations, Board requests, set-up, take down, relevant services, IT, etc.
  • Ensure that standard procedures are followed, including scheduling, preparation of terms of reference, agendas, protocol guidance and preparation of draft and final minutes.
  • Stay current on orders/changes to MFIPPA that may be relevant to TRCA and provide training and day-to-day guidance to staff on evolving best practices to meet legislated requirements.
  • Liaise with Information and Privacy Commissioner (IPC) staff during mediation and appeals.
  • TRCA is committed to providing accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require accessibility related accommodations, please notify us and we will work with you to meet your needs. We encourage applications from all qualified individuals; however, only those under consideration will be contacted.

    Division: 
    Corporate Services
    Type: 
    Full-time employee
    Salary range: 
    $81,006 - $90,540, 35 hours per week
    Location: 
    Head Office – 101 Exchange Avenue, Vaughan, Ontario
    Closing date: 
    Nov 20, 2018
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