Services Jobs in Welland, ON

About the City of Welland

At the City of Welland, we're continuously rewriting our story. Not because we don't know where we're going, but because we are constantly reaching for new heights, engaging in new approaches, and pursuing what many believe to be unattainable or too ambitious. We're not satisfied with the status quo, and we're certainly not satisfied with doing things a certain way simply because that's how they were done in the past.

We expect our population to increase to over 80,000 in the next 20 years, and serving a diverse, growing community requires strategic thinkers, norm breakers, and passionate civil servants. In Niagara, Welland's growth leads every other municipality, and the City is becoming the region's heartbeat.

So, we invite you to author your chapter and contribute to the overall body of work the City of Welland is creating. At the City of Welland, your ideas are nurtured, your input is invited, a healthy work-life balance is available, and most importantly, your voice will make a difference.

About the Position

Reporting to the Deputy Clerk, this position is responsible for supporting legislative governance through committee coordination, advisory committee meeting logistics and high-complexity administrative processes. Acting as Deputy Issuer of Marriage Licenses; acting as Deputy Registrar under the Vital Statistics Act; Commissioner of Oaths, providing support for committees of council, and performing general clerical duties.

Hours of Work: Monday to Friday, 8:30am-4:30pm
Duration: Temporary Contract - 12-month

Duties & Responsibilities

The duties listed are not meant to provide a description of each and every job performed but only those which represent the core functions of the job.

-Provide administrative support to statutory and advisory committees of Council including preparing agendas, maintaining committee membership records, posting public notices, and supporting compliance with applicable legislation.

-Prepare the Meeting Notice for the public notice board, staff, media, and website; maintain the Council Calendar and coordinate Civic Square Closure notices.

-Collate and distribute agendas, minutes, and correspondence in advance of Advisory Committee meetings.

-Coordinate selection process for advisory committee recruitment and prepare reports to Council.

-Issue Burial Permits and Form 17s; review deaths/stillbirths for accuracy and compliance; prepare documents for Registrar General.

-Prepare monthly invoices to the Funeral Homes for burial permits issued.

-Assist with heritage designation files.

-Provide Commissioner for Oaths services.

-In the absence of Legislative Services Clerk I, provide interim support for lottery licensing and front-line customer service, as trained.

-Provide support and backup to the Legislative Assistant, particularly for procedural and legislative preparation.

-Issue Marriage Licenses ensuring compliance with the Marriage Act, Division Registrar’s Manual, and office procedure.

-Respond to inquiries related to civil marriage ceremonies, coordinate scheduling, prepare ceremony documentation, and ensure accurate completion and maintenance of the Marriage Register in compliance with the Marriage Act.

-Provide legislative assistance to advisory committees appointed by Council and committees aligned with the municipality; provide information on compliance with legislation and provide informational support to secretaries/chairs of committees.

-Attend statutory and advisory committee meetings as required to provide legislative support, ensure compliance with the Procedural By-law, record minutes, and offer procedural guidance to Chairs and committee members.

-Monitor and advise on procedural matters during meetings, including quorum, voting, and conflict of interest declarations, to ensure adherence to legislative requirements and best practices.

-Prepare notices regarding committee vacancies, provide information packages for both the public and the website, and compile data for the selection process for reporting to Council.

-Provide Commissioner for Oaths Services.

-In the absence of the Legislative Services Clerk I: maintain corporate policy records.

-Provide customer service, and perform various clerical duties, as required.

What you need to Succeed...

-One (1) year College Diploma in Office Administration, or similar field.

-Completion of the Municipal Administration (MAP) Program is considered an asset.

-Excellent typing skills are essential and recording-keeping skills would be an asset.

-Must demonstrate good administrative skills and ability to prioritize deadlines.

-Must be thoroughly conversant with all by-laws, legislation and regulations pertaining to the Vital Statistics Act and the Marriage Act.

-Communicate effectively and courteously with internal and external customers.

-Ability to work with a variety of computer applications, including Microsoft Office Suites and custom databases.

-Ability to work independently and problem-solve while applying a customer experience approach.

-A minimum of two (2) year’s municipal office experience in addition to one (1) year of experience as a Legislative Services Clerk I.

Salary and Benefit Information

The hourly wage range for this full-time, unionized position is $33.08 – $34.79 (2024 rates)

Why Choose Welland?

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How to Apply

Submit a current application which includes a current cover letter and resume.