Assistant Director, Legal Affairs and Assistant City Clerk

Our Client

The City of Saint-Philippe is located in the Roussillon Regional County Municipality (RCM), in the Montérégie region. Traversed by the Saint-Jacques River and bordered by Highways 15 and 30, it offers both the advantages of country living and proximity to major urban centres. Its territory covers 62 square kilometres, 93% of which is zoned for agricultural use, giving the city a distinctive rural character where urban life meets the countryside. Over the past five years, the city has experienced one of the strongest demographic growth rates in the region, and its population is expected to exceed 13,000 residents by 2031.

Position Description and Responsibilities

In this role, you actively participate in the planning, organization, and management of the department. You are responsible for various preparation, follow-up, and verification tasks related to multiple files, including municipal council meetings, access to information requests, public notices and by-laws, insurance portfolio management, and records management. You act in an advisory capacity for the various municipal departments and coordinate the work of the staff under your supervision. You perform your duties in accordance with the Cities and Towns Act and the Act respecting elections and referendums in municipalities.

Reporting to the Director of the Legal Affairs Department and City Clerk, the Assistant Director, Legal Affairs and Assistant City Clerk has the following responsibilities:

• Support the immediate supervisor in the planning, organization, and management of the direction and control of all activities related to the administrative and legal functions of the department, in accordance with the provisions of the Cities and Towns Act;
• Conduct legal research (laws, regulations, case law, and doctrine) in order to issue legal opinions and recommendations to the City’s various departments;
• Draft contracts, intermunicipal agreements, memoranda of understanding, policies, and other legal documents required for departmental activities;
• Act as the person responsible for the preservation and classification of the City’s archives, coordinate the implementation of a records management system, and integrate best practices;
• Supervise and coordinate the work performed by the archives technician;
• Attend caucus meetings and public meetings of the municipal council, collaborate in the preparation of agendas, draft resolution proposals, and ensure the transmission of notices of meetings, resolutions, and required public notices within prescribed deadlines;
• Coordinate the process for the adoption or amendment of by-laws or public consultations, as well as the maintenance of by-law registers, and ensure follow-up (approvals, timelines, public notices, transmissions, etc.);
• Attend public consultation meetings related to amendments to urban planning regulations;
• Participate in the opening of tenders and support the supervisor in the preparation of tender documents and compliance analysis;
• Handle claims and litigation brought against the City;
• Review or develop policies, standards, procedures, or management tools to optimize responses to the needs of the clientele served by the department, and collaborate in keeping them up to date;
• Ensure the processing of access to information requests in accordance with the law;
• Collaborate in the management of the City’s contracts and insurance policies;
• Certify true copies of documents and administer statutory declarations;
• Perform all duties assigned under the Cities and Towns Act and the Act respecting elections and referendums in municipalities;
• Replace the City Clerk as needed;
• Perform any other related duties.

Required Education

• Hold a university undergraduate degree (Bachelor of Laws).

Desired Skills and Competencies

• Ability to work under pressure and meet tight deadlines;
• Creativity, availability, professional rigor, strong analytical and organizational skills;
• Autonomy, initiative, and ability to work as part of a team;
• Demonstrated loyalty and integrity;
• Strong interpersonal skills and a customer service orientation;
• Strong legal and regulatory drafting skills, as well as oral and written communication abilities.

Position Requirements

• Membership in the Barreau du Québec or the Chambre des notaires du Québec;
• A minimum of five (5) years of relevant experience (municipal experience is an asset);
• Good knowledge of legislation governing the municipal sector;
• Proficiency in standard Office Suite software.

Position Challenges

• Reframe the classification plan and records management system with an optimization objective;
• Update procedures across the City’s various departments to make them more user-friendly and accessible, and to improve response rates;
• Quickly integrate into a fast-paced environment and manage multiple projects simultaneously.

Behavioral Competencies Sought

• Adaptability
• Accountability
• Team mobilization
• Action- and results-oriented
• Ability to inform
• Managerial courage
• Analytical mindset
• Organizational skills
• Discipline

Proposed Interview Process

1. First interview with the consulting firm Glasford International Canada;
2. Second interview with the Director of the Legal Affairs Department and City Clerk, as well as the Human Resources Advisor;
3. Third interview with the General Manager and the Director of the Legal Affairs Department and City Clerk;
4. Psychometric assessment.