Director, Council and Administrative Services/Regional Clerk

Director, Council and Administrative Services/Regional Clerk

Job Number: 2893
Job Type: Full-Time
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Administration
Number of Positions: 1
Department: Council and Administrative Services
Division: Planning, Development and Legislative Services
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 11
Salary Range: $153,062.00 - $191,318.40 per year
About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051 Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community The Role Directs the strategic, financial, and administrative operation of the Division. Areas of responsibility include administrative services and support to Council, lobbyist registry, information management and privacy, licensing and by-law enforcement, provincial offences court administration, strategic planning and initiatives, and automated enforcement ticket processing and administrative penalties, appeals, and collections Performs statutory duties of the Municipal Clerk, and head functions under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Conducts municipal elections and functions as returning officer for elected positions on regional Council. Acts as corporate secretary for the corporation and associated boards and foundations Duties/Responsibilities

• Supervises managers in each area of responsibility, and an administrative assistant. Indirectly supervises additional management, non-union, and unionized staff.
• Directs operations of the Division, ensuring efficient use of human, physical, and financial resources. Develops, implements, and ensures operations and performance reporting policies, systems, and procedures. Directs continuous improvement and change management.
• Provides direct service and support to senior management, the Regional Chair, and Council. Provides strategic advice and perspective (e.g., fulsome context, forethought, timing) and shapes agenda setting to ensure flow of items, reports, and agendas going before Council, advance corporate strategy and priorities, and influence outcomes and approvals. Organizes and presents information to ensure decision-makers have the right information at the right time to meet strategic plan objectives and priorities.
• Oversees preparation and distribution of agendas for Council meetings. Ensures notice of public meetings per legislation. Attends sensitive confidential closed sessions of Council. Provides senior management with formal and informal opinions, advice, and recommendations for action per Council and Committee decisions/requests, or as legally required. Prepares reports and recommendations on policy and procedures directly to Council and Committees, and makes related presentations as required.
• As a Statutory Officer, executes legally binding documents with the Regional Chair on behalf of the corporation. Officially accepts writs, claims, liens, and directs administrative action.
• Attends Council meetings (including closed session, budget, special Council) to produce official records of proceedings, and provide procedural advice, answer questions, and provide information requested by the Regional Chair and Councillors. Directs preparation of minutes and certified recommendations; provides direction for special/complex Council recommendations and correspondence; and signs official Council correspondence regarding actions of Council, amendments, and by-laws. Certifies (by signature and seal) copies of Council decisions, by-laws, and other documents required for statutory, legal, and Court purposes. Directs the drafting and preparation of by-laws through to final Council approval and execution.
• Directs administration of licensing and by-law enforcement services per legislative authority.
• Monitors legislative changes and trends to ensure updates and training are provided and the consistent application of by-law practices. Oversees development of regulatory policy per legislation and industry best practices.
• Directs provincial offences court administration and collection services and ensures compliance with provincial and federal legislative requirements. Maintains working relationships with stakeholders and directs financial compliance processes.
• Directs the implementation and operation of the Waterloo Region automated enforcement program as it relates to infraction processing centre operations and the administrative penalties program. Ensures processing centre staff properly review and assess captured images before issuing penalty orders to registered vehicles license holders, and that infractions are processed in compliance with provincial and legislative requirements (e.g., within the 23-day statute of limitations). Directs fine payment, appeal, and collections processes to ensure efficient processing and timely resolution of infractions.

Additional Duties/Responsibilities

• Directs the creation and management of the Waterloo Region lobbyist registry, lobbyist registrar activities, by-law, and procedures. Educates others (including Council members and area municipalities) on the program. Liaises with members of Council on lobbyist requests and meetings, while working with the Integrity Commissioner on any complaints or concerns that could or do get raised with respect to the registry.
• Directs the publishing and distribution of committee agendas and minutes. Attends/directs staff to attend committees and other advisory or special purpose committees to produce official records of proceedings. Ensures completion of post-meeting actions.
• Directs the provision of administrative support to members of Council, including training for speakers queue and voting software, microphones, and legal obligations under the conflict of interest legislation, privacy legislation, and records management requirements. Directs provision of research and special projects support for members of Council. Assists staff in the offices of the Regional Chair and CAO with research.
• Directs administration of the corporate information management program, including access and privacy, electronic and paper document management, and reference centre. Directs policies, procedures, systems, compliance, and monitoring of corporate information assets. Holds the rights, powers, and duties as Delegated Officer of the municipality for MFIPPA. Oversees access appeals and privacy complaints as required by the Information and Privacy Commission (IPC). Ensures compliance training across the corporation. Oversees Open Government direction and practices for the Region.
• Conducts elections and by-elections for the positions of Regional Chair and Regional Councillor. Fulfills statutory obligations as Returning Officer under the Municipal Elections Act. Provides direction to area municipal Clerks. Directs the planning, organizing, and conducting of inaugural meetings and swearing-in ceremonies. Leads orientation sessions on administrative and procedural matters.
• Maintains oversight for corporate ombuds services and complaints management processes. Directs the public to resources for timely complaint resolution and monitors outcomes. Negotiates and maintains service contract with the Ombudsperson and ensures alignment with corporate complaints resolution processes.
• Directs program administration for centralized services (council chamber bookings, audiovisual equipment and training, catering, facility permits) and policy and procedures for common space displays.
• Acts as Delegated Officer for the independent Regional Board and Foundations. Oversees and provides advice on terms of reference, meeting practices, by-laws, and elections.
• Directs the preparation and administration of divisional operating and capital budgets. Directs the provincial court administration budget, including the receipt, accounting, and monitoring of revenues/fees received (approximately $10M) and disbursements to the Province. Prepares and administers elections budgets.
• Directs the safe operation and maintenance of divisional equipment and systems (e.g., patrol vehicles, radar equipment, two-way radios, electronic speakers queue, voting software, computers). Directs the care and custody of corporate and provincial databases and the corporate records management system.
• Has contact with provincial Ministries, appeal tribunals, lawyers, planners, developers, area municipal staff, and executive directors of boards and commissions. Deals with escalated issues related to licensing, enforcement, and freedom of information requests, including with the media and members of the public.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills in municipal government administration and statutes, the political environment, and management are normally acquired through a bachelor’s degree in a related field (including but not limited to public administration, law, local government), plus significant progressively responsible management experience in the government sector.
• Must hold or be eligible for Accredited Ontario Municipal Clerk certification.
• Must hold full membership in the Association of Municipal Clerks and Treasurers of Ontario.
• Knowledge of parliamentary procedures, procedural by-laws, and relevant related legislation (e.g., Municipal Act, MFIPPA, Municipal Elections Act). Knowledge of contemporary issues in local government, municipal operations, and electoral processes.
• Political acuity, analytical and critical thinking, and continuous improvement skills to partner strategically with senior management, the Regional Chair, and Council to advance corporate and Council priorities and strategic plans through strategic agenda and report preparation.
• Ability to interpret subtleties and details that have substantial implications and integrate complex considerations and understand connectivity to develop solutions, including longer term implications, and make sense of relevant considerations.
• Ability to adapt quickly and responsively to problem-solve when information is not always available and/or may be contradictory and provide leadership in the absence or inconsistency of information.
• Knowledge of legal processes and federal, provincial, and municipal jurisdiction to ensure consistent application and administration of provincial offences services.
• Knowledge of complaint resolution mechanisms and compliance with provincial and Ombudspersons complaint processes.
• Knowledge of and ability to comply with policies, procedures, collective agreements, legislation, and regulatory enforcement frameworks.
• Ability to interpret trends and identify municipal impacts as it relates to changes in legislation and develop responsive policies and programs.
• Leadership skills to direct, develop, train, motivate, and support staff.
• Negotiation, public relations, relationship management, and presentation skills to advance priorities and balance objectives in a political environment; present issues and reports to Council/Committee; provide procedural advice/assistance including to the Regional Chair, Councillors, board members, the media, and the public; and participate as an effective team member.

Additional Knowledge, Skills, and Abilities

• Understanding of multiple cultural frameworks, values, and norms and a demonstrated flexible style when faced with dimensions of culture in order to be effective across cultural contexts. Understands the dynamics of cross-cultural and inclusion-related conflicts, tensions, misunderstandings, and opportunities. In addition, recognizes and addresses one’s filters, privileges, biases, and cultural preferences with a commitment to continuous learning and improvement in diversity, inclusion, and cultural competence.
• Ability to lead transformative change in line with the vision and values of senior leadership while delivering on the expectations of an evolving workforce and regional residents. Is able to discern when to inquire, advocate, drive, or resolve more decisively.
• Ability to use confidentiality and discretion when handling closed, confidential, and sensitive information.
• Ability to read, interpret, and analyze staff reports, professional literature, municipal publications, documents, statutes, regulations, and by-laws. Ability to write clear, concise reports to Council/ Committee, draft minutes, resolutions, and by-laws.
• Computer skills with ability to use software such as Microsoft Office and technologies used in Council Chambers.
• Ability to adjust schedule or work additional hours on weekends and evenings to attend Council meetings, respond to emergencies and Councillors, and for public information sessions.
• Ability to travel within and outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email [email protected] Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)