Coordinator of Legislative Services/Deputy Clerk

POSITION DESCRIPTION

Department: CAO'S Office
Reports to: Clerk
Effective Date: July 2020
Positions Supervised: 0
Revised Date: March 2026

POSITION SUMMARY:

Coordinates effective and efficient guidance to the County’s Departments on insurance administration, risk management and privacy protection, including administration of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA). Acts as Deputy Clerk, supporting the statutory and administrative duties of the Clerk in accordance with the Municipal Act and all relevant Acts, statutes, by-laws, and procedures. 

KEY ACCOUNTABILITIES:

• Coordinates and facilitates the following services:
  
  • Administer incident and claims management process, working closely with the County’s insurance adjusters, assigned legal counsel, insurance companies and claimants.
  • Review and analyze claim loss to identify trends and areas of exposure and make recommendations for responsible risk management and claim mitigation. 
  • Collaborate with insurance providers, internal and external partners to investigate claims, assess exposure, and resolve matters when applicable.
  • Maintain claims records, incident reports, and insurance documentation. Review and provision of appropriate insurance coverage.
  • Assists in regular County insurance program review and policy renewal process.
  • The development and implementation of risk management policies, and procedures in compliance with legislative requirements.
  • Prepare correspondence such as letters of demand, acknowledgements, inquiries, denials, and memorandums to departments in reply to questions regarding claims, risk management or insurance coverage.
  • Acts as the MFIPPA and PHIPA coordinator, including receiving and administering all requests, performing privacy audits, and assisting in investigating, documenting and reporting privacy related incidents and breaches, where required.
  • Monitors organizational compliance with Accessibility for Ontarians with Disabilities Act.
  • Assists with drafting and/or reviewing polices, by-laws, and contracts, if required, to ensure compliance with provincial legislation, regulations, insurance requirements, corporate policy and best practices.
• In the absence of the Clerk, supports the following duties and services:
  
  • Administers the Council and Lay Appointment process, ensuring membership criteria is met per the specific Terms of Reference and coordinating advertising for lay appointments.
  • Ensures timely disposition of resulting actions, correspondence and unfinished business follow up, the identification of department reports requiring by-law preparation, and as necessary, providing certified copies of resolutions and by-laws.
  • Coordinates agendas, attends, records proceedings and prepares minutes of various Council Committees including Striking, Ad Hoc and Steering Committees, ensuring timely disposition of resulting actions.
  • Prepares resolutions, by-laws, agreements, and reports for presentation to Council including the preparation of notices, coordination and distribution of agenda material and any relevant research.
  • Attends Council meetings and records proceedings and minutes as required.
• Support the organization’s programs and services by promoting the County’s Strategic Plan, Future Oxford Community Sustainability Plan, best practices, internal policies, and applicable legislation, to meet service excellence standards and uphold Oxford’s vision, mission and values.  
• Acts as a Commissioner of Oaths as outlined in the Commissioners for Taking Affidavits Act.
• Administers staff training and advises on and applies policies and procedures related to risk management and privacy.
• Provide guidance to departments regarding the collection, use, disclosure, and protection of personal information.
• Receives and attempts to resolve insurance related complaints, concerns, and questions in a timely and responsive manner. Refers and escalates to the appropriate individual as necessary.
• Ensures confidentiality is maintained in all aspects while executing the duties of this role.  
• Performs other duties as assigned.

QUALIFICATIONS FOR SUCCESS:

• Post-secondary education in Public and/or Legal Administration, or equivalent experience combined with pertinent post-secondary education. 
• Considerable knowledge of administrative practices, procedures and protocols related to municipal government, legislative services, legal administration or other public sector environment. 
• Sound knowledge of the principles, practices, and theories of the risk management process, claims process, insurance legislation, and civil law.
• Familiarity with access and privacy legislation, principles and procedures.
• Demonstrated knowledge of relevant legislation, regulations, or standards (e.g. The Municipal Act; Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA), the Municipal Act; Property and Auto Insurance standards; Occupiers Act; etc.).
• Exceptional planning and time management skills with the ability to multi-task within a dynamic environment.
• Superior communication skills (written and verbal) with excellent interpersonal and collaboration skills to build effective relationships in a team environment.
• Detail oriented with exceptional research, analytical and critical thinking skills to solve problems and recommend solutions.
• High degree of integrity with the ability to maintain strict confidentiality and discretion.
• High level of technology experience with working knowledge of MS Office software programs, EDRMS and the ability to adapt quickly to applicable software.
• Ability to demonstrate the required competencies for this position in alignment with Oxford County’s competency framework.
• Valid Ontario driver’s license 

COMPETENCIES FOR SUCCESS

• Ability to demonstrate the required core competencies for this position in alignment with Oxford County’s competency framework.
• Core competencies include teamwork, communication, innovation, service excellence, accountability and integrity, and inclusivity.

WORKING CONDITIONS

• Works in an office environment subject to frequent interruptions.