Jobs

Due to a recent vacancy, a position in the Clerk’s Department has become available. Reporting to the Manager of Legislative Services, Municipal Clerk, the Administrative Support Specialist position is responsible for providing administrative support to the Office of the Municipal Clerk and the Chief Administrative Officer (CAO).

Job Duties and Responsibilities:

• Assist with the preparation and distribution of agendas, minutes, reports, correspondence, and related documents for Council, Committees, and public meetings through the eScribe meeting management system.
• Assist with drafting and reviewing reports, memos, and presentations.
• Attend evening Council and/or Board/Committee meetings.
• Prepare and circulate electronic meeting invitations for various meetings.
• Maintain and update municipal records, files, and databases in accordance with established policies.
• Create records management files and assist with records retention periods.
• Maintain records of confidential information including Closed Meeting matters and internal office records.
• Assist with record searches and preparation of documents for public access requests in compliance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Assist with the administration of the By-Law Enforcement program.
• Assist in the processing of licenses, permits, applications, and related documentation, including but not limited to, fire permits, dog licenses and lottery licenses.
• Provide administrative support for Cemetery administration including sale and transfer of cemetery lots, working with local funeral homes and cemetery operators.
• Provide administrative support for special projects, including research and document preparation.
• Assist with the preparation and circulation of public notices and legislative documents.
• Assist with the coordination of IT Services/Support for the Township.
• Assist with the administration of Municipal and School Board Elections.
• Provide customer service assistance to the public at the counter, on the phone and by email as required.
• Other duties as assigned.

Please refer to the job description for a non-exhaustive summary of duties and responsibilities.

Qualifications:

This role requires strong organizational skills, attention to detail, the ability to manage multiple priorities in a municipal environment and a commitment to continuous education.

1. Recognized diploma in Business Administrations, Office Administration or Municipal Administration or equivalent.
2. Completion of AMCTO Municipal Administration Program (MAP) Unit 1, and the willingness to complete the remaining three units.
3. Minimum two years’ experience working in a municipal office.
4. Specific experience in an administration/office environment.
5. Public relations/customer service.
6. Experience in website administration.
7. Experience with software such as eScribe, Keystone, or similar is an asset.
8. Experience in records management and knowledge of The Ontario Municipal Records Management System (TOMRMS) is an asset.
9. Knowledge of Municipal and School Board Elections an asset.

**Various tests and/or exams may be administered as part of the selection criteria.

The successful candidate will be asked for the following:

• Proof of your authorization to work in Canada.
• Verification of your current and valid certificate(s) and/or educational qualifications.
• Ontario Driver’s License abstract.
• Criminal Record Check.

Compensation:

This is a non-union position with an hourly wage range (2025 rates) of $30.67 - $35.90. We offer a comprehensive benefits package and are an Ontario Municipal Employees Retirement System (OMERS) employer.

Hours of Work:
Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week).

Location and Environment:

This is an in-person permanent full-time position working business hours at the Township Administration Office: 065371 Dufferin County Road 3, Unit 2, East Garafraxa, ON L9W 7J8 (near the boundary with Orangeville).

Please note: This position does not qualify for remote work.

Deadline:                  4:00 p.m. Friday, April 25, 2025

Please email a cover letter and resume to: employment@eastgarafraxa.ca 

The Township of East Garafraxa is an equal opportunity employer.  If you require any accommodation at any point during the application and hiring process, please contact our office. Any information received relating to accommodation will be addressed confidentially.

We thank all applicants; however, only those selected for an interview will be contacted.