SYS Statement on the appointment of an interim clerk-Part 3, Official Job Description:

Dear Residents of SYSRC:

This is the official job description of the interim Clerk position as prepared by MMA Consultants.

Sunbury York South Rural Community (SYSRC)

Interim Clerk/Senior Administrator Position

Term: Four and one half (4 ½) months
Anticipated Start/End: March/April 2026 to August 2026

Position Overview

Sunbury York South Rural Community (SYSRC) is seeking an experienced and highly capable professional to fill an Interim Clerk/Senior Administrator Position for a four‑month term. This role is critical to ensuring continuity of municipal operations during a transitional period and to supporting the governance, administrative, and operational needs of SYSRC.

The successful candidate will assume Clerk responsibilities and senior‑level administrative leadership, ensure compliance with applicable legislation, support Council, and oversee day‑to‑day municipal operations.

Initially, the position will report to the SYSRC Supervisor. When the Supervisory mandate ends, the position will report directly to the Mayor and Council.

Key Responsibilities

1. Corporate Administration & Governance Support

• Assume, when requested, all duties currently performed by the SYSRC Supervisor to ensure operational continuity.
• Oversee the general administration of the municipality, including staff supervision, operational coordination, and financial oversight within approved budgets.
• Organize and execute the official swearing‑in ceremony for the newly elected Mayor and Council (anticipated May 2026).
• Lead and manage the onboarding and orientation process for the incoming Mayor and Council.
• In the role of Clerk, prepare Council agendas, minutes, meeting packages, resolutions, and follow‑up action lists.
• Support compliance with the Local Governance Act and other applicable legislation, including procedural rules and records management requirements.
• Assist with the preparation of briefings, reports, and information packages for the Supervisor, Mayor, and Council.
• Perform other related duties as assigned.

2. Administrative & Office Management

• Oversee office operations including correspondence management, filing systems, reception and front‑counter service, and office supply procurement.
• Draft professional correspondence, reports, bylaws, policies, procedures, and public notices.
• Receive, track, and respond to municipal service requests using established tracking systems.
• Maintain municipal calendars, statutory deadlines, and contract renewal schedules.

3. Records & Information Management

• Maintain municipal records in compliance with the Right to Information and Protection of Privacy Act (RTIPPA).
• Coordinate and process RTIPPA requests, including intake, document retrieval, and preliminary review.
• Manage both digital and paper records and support the transition toward enhanced electronic records management where appropriate.

4. Financial & Clerical Support

• Provide administrative support, particularly in the absence of the Assistant Clerk/Treasurer, related to accounts payable, accounts receivable, purchase orders, and basic bookkeeping functions, particularly during the absence of the
• Assist with annual audit preparation, financial documentation, and budget support activities.
• Provide backup coverage for the Assistant Clerk/Treasurer as required.

Qualifications Education & Training

• Post‑secondary education in public administration, business administration, or a related field, or an equivalent combination of education and significant relevant experience.
• Demonstrated training or experience in office administration, municipal administration, or public sector management.
• Training in records management, minute‑taking, or municipal governance is considered an asset.

Experience

• A minimum of 5–10 years of progressively responsible administrative experience, including experience within a municipal, public sector, or regulated environment.
• Demonstrated experience preparing formal and statutory documents, including Council minutes, bylaws, and reports.
• Working knowledge of:
  • RTIPPA (Right to Information and Protection of Privacy Act)
  • Municipal operations (planning, public works, recreation, and finance)
  • New Brunswick Local Governance Act
• Strong understanding of Council–CAO–staff roles and municipal governance principles.

Technical Skills

• High proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Experience with municipal or enterprise administrative software systems.
• Ability to manage and support online meeting platforms such as Microsoft Teams and Zoom.

Communication & Interpersonal Skills

• Excellent written and verbal communication skills.
• Demonstrated ability to work professionally with elected officials, staff, consultants, and the public.
• Proven ability to handle confidential and sensitive information with discretion and sound judgment.
• Strong decision‑making, analytical, and problem‑solving skills.

Organizational Skills

• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast‑paced municipal environment.
• Ability to interpret and apply policies, bylaws, and legislative requirements.

Preferred Assets

• Previous experience working in a municipal CAO or Clerk’s Office.
• Completion of Municipal Administration or Clerk certification programs (e.g., CAMA, UMNB, AMANB, or similar).
• Experience supporting public meetings, hearings, or Council committees.
• Knowledge of municipal procurement and public tendering requirements.
• Valid New Brunswick Driver’s License.

Compensation Package

• This is a temporary contract position.
• No health, dental, pension, or other employment‑related benefits are provided.
• Equivalent to an annualized full‑time salary of $71,000 – $94,000 and benefits package

March 2026