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Director of Quality Management & Municipal Clerk_2015-12-08 Municipality of the District of Chester Position Description Position Title: Director of Quality Management and Municipal Clerk Salary Band: Directors 1 Reports To: Chief Administrative Officer (CAO) Status: Permanent Full-Time Location: 151 King Street, Chester, Administration Office, subject to change. Updated: December 8, 2015 Hours: Normally 8:30 a.m. to 4:30 p.m. with other hours for meetings outside of normal office hours, subject to change. _______________________________________________________________________________________________________ SCOPE Perform the duties of Municipal Clerk as stated in the Municipal Government Act. Assist Council with the development of policy, including conducting appropriate research, making recommendations to Council related to policy considerations and drafting policy based on Council direction. Provide leadership over the Quality Management System and ISO Certification. Ensure Human Resources functions of the Municipality are carried out as per defined policy. Supervise subordinate general office staff and schedule work and duties. QUALIFICATIONS A University degree or diploma in Local Government Studies.  Policy development skills.  Research skills.  Knowledge of Human Resources best practices and legislation.  Knowledge of Quality Management Systems.  Records Management skills.  SUMMARY OF FUNCTION Principle Duties and Responsibilities: The following is a general outline of the duties and responsibilities of the Director of Quality Management and Municipal Clerk. The listing is not intended to be all inclusive or to limit initiative to expand his/her function beyond this scope nor is it intended to limit the CAO’s right to assign other duties. Election Functions 1. To serve as the Deputy Returning Officer for all municipal elections, plebiscites, and public votes. 2. To ensure all municipal elections, plebiscites and public votes are conducted according to governing legislation and municipal policy. Human Resources Management Functions 3. Responsible for complete and accurate documentation related to HR functions (personnel files, performance management system, salary administration plan, attendance, personnel policies, employee pension and benefits plans, LTD applications, WCB claims, EAP, new employee orientation kit, etc.). 4. Establish and maintain an effective communication system for all HR related information with supervisors and employees. 5. Coordinate hiring processes (job descriptions, advertising, interviews, interview packages, reference checks when required, correspondence. 6. Conduct regular compensation plan reviews every Council term. 7. Track employee training and professional development as part of the Quality Management System. 8. Assist with the research, development, implementation, application and interpretation of the Municipality’s personnel policies, systems, and practices. 9. Coordinate and assist in administering the Municipality’s Group Insurance, Medical, Employee Assistance Plan, Pension and Benefits Program. 10. Submit to the CAO recommendations for the recruitment, hiring, transfer, promotion, suspension or dismissal of employees under his/her jurisdiction. 11. Review the performance of subordinate staff in accordance with the personnel policy manual guideline. Municipal Clerk Functions 12. Oversee the preparation of the agenda and packages for all meetings of Council and Committees. 13. Ensure that the proceedings of Council are recorded in the official minute book and saved in the Records Management System as per policy. 14. Maintain the originals and certified copies of all by-laws and policies of the Municipality. 15. Keep a correct record of Councillor attendance at Council meetings to ensure compliance with Municipal Government Act attendance requirements. 16. Lay before the Council as soon as possible after receipt thereof all accounts and statements transmitted to them by the Treasurer, and preserve and file all documents, books and other records of the Municipality except the books and records of the Treasurer. 17. Oversee correspondence for the CAO’s signature. 18. Oversee correspondence for the Warden’s signature. 19. Attend Council and/or Committee meetings as required. 20. Ensure all directives of Council are followed-up and carried out. 21. Serve as the overall custodian of all records of the Municipality ensuring that permanent records are maintained in a safe and dry environment to preserve the history of the Municipality and ensure that an appropriate records management system is maintained. 22. In consultation with the CAO advise all department heads of decisions of Committees and Council. 23. In consultation with the CAO advise any other organizations or departments of decisions of Committees and Council. 24. Oversee staff support for Council inquiries and carry out necessary research as deemed appropriate. 25. Oversee the coordination of advertising of tenders, public meetings, publications, etc. as directed from time to time. Policy Functions 26. Research, develop and prepare drafts of operational and administrative procedures and processes. 27. Research and prepare draft by-laws and policies as directed by Council in consultation with the CAO and/or Solicitor. 28. Ensure draft policies, procedures and processes are discussed by the Management Review Committee as per the Quality Management System. 29. Maintain up-to-date records of all policies, procedures and processes of the Municipality as part of the Quality Management System. 30. In conjunction with the Communications Officer, ensure changes to policies, procedures and processes are effectively communicated to staff and stakeholders. 31. Keep fully informed of developments in legislation, regulation and administration practices as they may apply to the operation of the Municipality and report such changes to the CAO and Management Review Committee. 32. Responsible for the information retention of all contracts, leases and agreements, and ensure a tracking system for renewals is maintained. Miscellaneous 33. Carry out any and all duties and responsibilities that the CAO shall see fit to direct or that shall arise from time to time. SPECIAL CONDITIONS This employee shall be a Department Head and, as such, shall ensure effective communication with the CAO and all other heads of departments to ensure coordinated service delivery. This employee shall be a member of the Management Review Committee. DIRECT SUPERVISORY RESPONSIBILITIES 1.Executive Secretary 2.Part-Time Secretarial Support 3.Records Management & Quality Control Coordinator 4.Custodian CONTACTS 1. Service Nova Scotia & Municipal Relations 2. Municipal Solicitor 3. Members of Council and Staff 4. General Public 5. Press