Division Head, Legal Affairs & Assistant City Clerk

Our Client

The City of Saint-Philippe is located in the Roussillon Regional County Municipality in the Montérégie region. Crossed by the Saint-Jacques River and bordered by Highways 15 and 30, it offers both the charm of country living and the proximity of major urban centres. Its 62-square-kilometre territory—93% of which is agricultural land—gives it a rural character where urban and country lifestyles coexist. Over the past five years, the City has experienced one of the strongest population growth rates in the region, and its population is expected to exceed 13,000 residents by 2031.

Position Overview & Responsibilities

In this role, you will actively contribute to the planning, organization, and management of the department. You will perform various preparation, follow-up, and verification tasks related to several files, including municipal council meetings, access-to-information requests, public notices and bylaws, insurance portfolio management, and archives administration. You will act as an advisor to various municipal departments and coordinate the work of staff under your supervision. You will 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 Legal Affairs and City Clerk, the Division Head and Assistant City Clerk will be responsible for:

• Supporting the immediate supervisor in planning, organizing, and managing all administrative and legal activities of the department, in compliance with the Cities and Towns Act;
• Conducting legal research (statutes, regulations, case law, and doctrine) to issue legal opinions and recommendations to the City’s various departments;
• Drafting contracts, intermunicipal agreements, memorandums of understanding, policies, and other legal documents required by the department;
• Acting as the person responsible for the preservation and classification of the City’s archives, coordinating the implementation of a records management system, and integrating best practices;
• Supervising and coordinating the work performed by the Archives Technician;
• Attending caucus and public council meetings, assisting with agenda preparation, drafting draft resolutions, and ensuring timely transmission of notices, resolutions, and required public notices;
• Coordinating the process for adopting or amending bylaws, conducting public consultations, and managing related registers (approvals, deadlines, notices, transmissions, etc.);
• Attending public consultation meetings related to amendments to urban planning regulations;
• Participating in bid openings and supporting the supervisor in preparing tender documents and analyzing compliance;
• Handling claims and disputes filed against the City;
• Reviewing or developing policies, standards, procedures, or management tools to optimize service delivery and collaborating on their updates;
• Processing access-to-information requests in accordance with applicable legislation;
• Assisting in managing the City’s contracts and insurance policies;
• Certifying documents and receiving solemn affirmations;
• Carrying out all tasks assigned under the Cities and Towns Act and the Act Respecting Elections and Referendums in Municipalities;
• Replacing the City Clerk as needed;
• Performing any other related duties.

Required Education

• Bachelor’s degree in Law.

Desired Skills & Competencies

• Ability to work under pressure and meet tight deadlines;
• Creativity, availability, professional rigour, strong analytical thinking, and excellent organizational skills;
• Autonomy, initiative, and ability to work collaboratively;
• Demonstrated loyalty and integrity;
• Strong interpersonal skills and a client-service mindset;
• Strong legal and regulatory writing skills, as well as strong oral and written communication abilities.

Position Requirements

• Member of the Barreau du Québec or the Chambre des notaires du Québec;
• Minimum of five (5) years of relevant experience (municipal environment is an asset);
• Strong knowledge of legislation governing the municipal sector;
• Proficiency with Microsoft Office tools.

Role Challenges

• Reframe the classification and records management plan with an optimization perspective;
• Update procedures across City departments to make them more user-friendly and accessible, improving response rates;
• Integrate quickly into a fast-paced environment and manage multiple projects simultaneously.

Behavioral Competencies Sought

• Adaptability
• Accountability
• Team Mobilization
• Action- and Results-Oriented
• Communication Ability
• Managerial Courage
• Analytical Thinking
• Organizational Skills
• Discipline

Proposed Interview Process

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