Job Description CHIEF ADMINISTRATIVE OFICER/CLERK

Transcription

1 Job Description CHIEF ADMINISTRATIVE OFICER/CLERK Job Title: Job Type: Reports To: Direct Reports: Chief Administrative Officer/Clerk (CAO/Clerk) Full-time, Salaried Mayor and Council, Florenceville-Bristol Treasurer Records and Finance Clerk/Assistant Clerk Fire Chief (Volunteer) Director of Public Works Director of Business Development and Tourism o Tourism Coordinator Director of Recreation and Facilities o Recreation Coordinator o Youth Program Coordinator o Program Assistant o Facilities Supervisor General Maintenance Operators (4) Custodian/Pool Maintenance Casual Staff Job Purpose The CAO/Clerk is a dual role with the responsibilities of CAO as established in this job description and the statutory requirements of the Clerk role set out in the Municipalities Act. As CAO, the incumbent is responsible for the overall administration of the town of Florenceville- Bristol in accordance with the policies and directives of Council. With a team of skilled staff, the CAO manages the day-to-day operations of the municipality, ensures quality in the delivery of programs and services to residents, and leads the creation of a positive and highly-engaged work environment. As Clerk, the incumbent is responsible for supporting Council meetings, providing advice and expertise to Council, and performing liaison functions and other duties specified in legislation or by Council. Duties and Responsibilities 1

2 Following are the primary job duties and responsibilities of the incumbent in the joint role of CAO/Clerk. The following statements are intended to describe the nature and level of work being performed, but may not be an exhaustive list of all the duties and responsibilities required for the position. Other duties and responsibilities may be assigned by Council or by the Mayor acting on behalf of Council or his or her designate. 1. Leads the overall administration of Florenceville-Bristol. Acts as the primary link between Council and staff to ensure that staff have appropriate input to Council deliberations, and that Council decisions and directives are understood by staff and implemented in a timely and effective manner; Directs, coaches and motivates a team of municipal staff to manage the day-to-day operations of the municipality and deliver programs and services to residents in a manner that meets quality standards set by Council; Maintains and is responsible for securing the safety and privacy of all employee personnel files; Works closely with the Human Resources and Administration Committee of Council to foster a positive working environment, promote effective communications, resolve problems and issues, and develop and implement strategies and policies to attract and retain qualified employees; Oversees key aspects of human resources management including recruitment and selection, training and development, employee engagement and performance management; Oversees the preparation of annual operational plans and the municipal budget, and once the budget is approved by Council, works with the Treasurer and other staff to allocate funds and monitor expenditures and revenues to ensure financial accountability; In conjunction with the Treasurer, jointly with the Mayor or other signing authority, signs cheques issued by the municipality; In the absence of the Treasurer, the CAO/Clerk will perform critical duties that are essential to the success of day-to-day financial operations or delegate such tasks to other staff; Ensures that an emergency response plan is in place in case of a disaster and, if necessary, directs operations from the Emergency Operations Centre; Delegates human resource, financial, property management, operational and administrative responsibilities appropriately to supervisors and other direct reports, and holds them accountable for results; Prepares, authorizes and reviews tenders/contracts to ensure appropriate terms and conditions as well as completeness and accuracy, and with other appropriate staff members, oversees the administration of contracts to ensure contractor performance and compliance; Prepares and reviews all annual leasing and maintenance agreements to ensure appropriate terms and conditions as well as completeness and accuracy, and with other appropriate staff members, oversees the administration of contracts to ensure contractor performance and compliance; 2

3 Prepares and reviews all grant applications (student employment programs, ACOA, Environmental Trust Fund, etc.), and with other appropriate staff members, follows through with a timely claimant application for funding as specified in the grant policy. 2. Acts as the senior advisor to Council and performs liaison functions. Attends Council meetings, Committee meetings and other meetings as required by Council to keep informed of issues and participate in discussions on the strategic and operational direction of the municipality; Ensures that relevant information is collected and that appropriate research, analysis and evaluation is conducted by staff in order to develop policy alternatives, strategies and recommendations for the consideration of Council and Council Committees; Provides advice and expertise to Council, including the identification of legal and financial implications of initiatives and the potential impact on staff and the community; Participates in the preparation and drafting of new by-laws or by-law amendments and takes measures to enforce them once enacted; Performs liaison functions between Council and citizens on administrative matters pertaining to by-laws, policies, or programs, investigates and handles public complaints and concerns, and reports to Council as necessary; Acts as liaison between Council and other professional advisors (i.e. legal, engineering, accounting, etc.), and represents Florenceville-Bristol in court actions; Participates in discussions and works with officials from other municipalities, provincial and federal departments and other agencies or community groups on various initiatives to further the objectives of the municipality; 3. Performs the duties of Clerk as stipulated in the Municipalities Act and as designated by Council. Coordinates with the Records & Finance Clerk/Assistant Clerk to ensure that one of them is always available to attend Council meetings as stipulated in the Municipalities Act; Performs or delegates to the Records & Finance Clerk/Assistant Clerk the routine duties associated with Council meetings, including the provision of pre- and post-meeting support as follows: o Prepares and reviews correspondence and other documents on behalf of Council; o Prepares agendas and notifies Council of upcoming meetings; o Prepares and delivers Council files for each meeting; o Prepares minutes of all Council proceedings, including those in attendance, and a record of all motions, resolutions, decisions and follow-up action items; Provides advice to the Mayor and Council members on municipal government procedures, protocols and relevant provisions in statutory and legislative instruments, and assists Council members to ensure that they are operating within the limitation of their rights, responsibilities and liabilities; Develops new by-laws or by-law amendments, including researching and gathering information, consulting with legal counsel, preparing drafts for review by the relevant Committee, finalizing drafts to present to Council for approval, preparing motions for 3

4 Councilors for readings, enacting amendments and consolidating them with the original by-law; Along with the Mayor, signs all agreements, contracts, deeds and other documents to which the municipality is a party; Ensures the Records and Finance Clerk/Assistant Clerk keeps documents and records of Council and originals of all by-laws and resolutions, and maintains an indexed register of certified copies of all by-laws; Ensures that effective record management and retrieval systems are in place according to legislative requirements; Acts as custodian to the corporate seal and ensures the seal is applied to documentation as required; Administers the oath of office and records and files the taking of oaths of office; Receives and files with Local Government any Council resignations; Records any conflict of interest declarations of Council members; Forwards resolutions declaring a vacancy on Council to the Municipal Electoral Officer; Performs other duties stipulated in the Municipalities Act or designated by the Mayor or Council. Qualifications The minimum qualifications required to successfully perform the job are as follows: A University Degree or College Diploma in Business or Public Administration, Finance or a related discipline and/or completion of the National Advanced Certification in Local Authority Administration (NACLAA); 5-7 years of experience in municipal management or in a similar setting; Equivalent combination of education and experience may be considered. The following job certifications, diplomas or memberships are also required to perform the job: Standard First Aid and CPR Certificate; WHMIS (Workplace Hazardous Materials Information System) Certificate; Membership in the Association of Municipal Administrators of New Brunswick and be willing to attain a minimum of Level 2 Professional Certification. Knowledge, Skills and Abilities The following knowledge, skills and abilities are required: 1. Communications Skills Superior communication skills, including the ability to listen actively, respond verbally in a manner that is clear and respectful, seek clarity in ambiguous situations, and prepare written communications that are clear and concise; Client service orientation, including the ability to consistently welcome visitors in a friendly, helpful and professional manner and respond appropriately to their inquiries, requests and concerns. 4

5 2. Interpersonal Skills Teamwork and relationship-building skills including the ability to establish and maintain effective working relationships with peers, subordinates, Council members, residents, government officials, contractors/suppliers, business representatives and other stakeholders; Ability to negotiate and deal with diverse groups of people. 3. Political Skills Knowledge of the Municipalities Act, and understanding of relevant legislation, policies, procedures, protocols, rules and regulations concerning the structure and functioning of municipal government; Knowledge of Florenceville-Bristol by-laws and understanding of the process and procedures for by-law development and amendment; Knowledge and understanding of Florenceville-Bristol, including the social, economic and political environment and development opportunities, and challenges that face the municipality; Knowledge of financial management and accounting principles and practices; Knowledge of legislative requirements, policies and procedures relating to municipal budget preparation and administration; Knowledge of formal and informal political processes at the local and provincial level; Knowledge of existing government sponsored economic development initiatives and programs; Ability to develop, maintain and utilize a network of contacts for the economic development of the Town; 4. Research and Analytical Skills Knowledge of the fundamentals of finance, accounting, budget preparation and adherence, project evaluation, marketing and legal processes; Knowledge of the social, cultural and demographic composition of Florenceville- Bristol, including challenges that face the municipality; Analytical and problem solving skills, including the ability to research, analyze and evaluate alternatives and develop recommendations related to a wide range of operational and human resource issues; Strategic thinking skills, including the ability to identify risks and opportunities, and provide sound advice that contributes to well-informed decision-making; Ability to develop an annual budget; Ability to accurately define and effectively address problems as they arise. 5. Organizational Skills Flexibility, including the ability to adapt to work effectively within a variety of situations and with various individuals or groups; Planning and organizational skills, including the ability to develop and implement operational goals, objectives, priorities, practices and procedures; Ability to set realistic goals and develop plans to achieve them; Time and stress management skills, including the ability to prioritize work, manage multiple demands, meet tight deadlines, remain calm during crises, respond constructively and support others in challenging situations; 5

6 Ability to develop and implement goals, objectives, priorities, practices and procedures. 6. Manual Skills Skill in using office equipment, computers and software, including proficiency in Microsoft Office programs and Townsuite; 7. Other Skills Organizational commitment, including the ability to promote organizational goals, set priorities to meet organizational needs, make choices and stand by decisions that benefit the long-term good of the organization, and drive to achieve the overall vision and mission that Council establishes for the municipality; Working Conditions Leadership and supervisory skills, including the ability to delegate appropriately and motivate, coach and manage the performance of staff to achieve results within a complex environment of opportunities, challenges, and constraints; Attention to detail and ability to maintain a high level of accuracy; High degree of discretion and an ability to maintain confidentiality; Ability to work on a number of projects and tasks simultaneously and prioritize accordingly. The role of CAO/Clerk frequently involves long hours of work often commencing early in the morning and running until late in the evening in order to participate in staff meetings, attend Council and Committee meetings and participate in other municipal activities. The incumbent must be able to operate in a highly political environment and may spend considerable time in group situations involving Council, staff, residents, and other stakeholders where discussions can become intense and sometimes adversarial. In addition to stress caused by the interactions, the incumbent faces almost daily stress as a result of constant interruptions and juggling the multiple requests and demands that arise in a municipal setting. The incumbent is frequently called upon to resolve conflicts, rearrange priorities, make decisions that have operational and budgetary implications and complete tasks within tight deadlines. Participation in community events may be periodically required on evenings, weekends and statutory holidays. Occasional travel to other locations in New Brunswick or outside the province may be required. In the case of emergencies or critical incidents, the CAO/Clerk must be present at the Emergency Operations Centre and could be exposed to risks related to environmental and other hazards. Physical Requirements The CAO/Clerk may spend long hours sitting and using office equipment and computers, which may cause eye and muscle strain. 6

7 Hours of Work The incumbent is required to work Monday to Friday 8:00 a.m. to 4:00 p.m. (may include statutory holidays if deemed necessary by Council for community event participation). Certification and Approval Employee and Supervisor Certification I certify that I have read and accepted the duties and responsibilities assigned to this position. Signature (Employee) Printed name Date I certify that this job description is an accurate description of the duties and responsibilities assigned to this position. Signature (Chair, HR and Administration Committee) Printed name Date Approved by: Date Approved: Revised: Signature of the Mayor on behalf of Council Date upon which the job description was approved Date when the job description was revised 7