Municipal Governance AssistantReporting to the Supervisor of Municipal Governance/ Deputy Clerk, the Municipal
Governance Assistant is responsible for the delivery of various legislative services,
licensing, cemetery operations and vital statistics services. The role administers the
Town’s licensing programs, including Boarding, Lodging, Rooming Houses, Short -Term
Rentals, taxis, and mobile refreshment vehicles, ensuring compliance with applicable by-
laws and legislation while providing education and customer service to applicants and
stakeholders.

The position also supports Council and Committee operations through the preparation of
agendas, minutes, by-laws, public notices, and other legislative documents. Additional
responsibilities include supporting cemetery operations, vital statistics functions,
corporate policy and by-law development, accessibility initiatives, automated business
process improvements, and government relations support to the CAO.

Further, the Assistant supports the administration of Freedom of Information requests,
assists with municipal and school board elections, and ensures accurate maintenance of
municipal records and databases

Lastly, the Assistant provides high-level administrative support to the Manager of
Municipal Governance/Clerk and Supervisor of Municipal Governance/Deputy Clerk, as
well as front-line customer service.

RESPONSIBILITIES
Licensing & Regulatory Administration

Administer the Town’s Boarding, Lodging, and Rooming House Licensing By-law; Short-Term Rental Licensing By-law; Taxi Licensing By-law; and Mobile Refreshment Vehicle By-law.
Develop and recommend licensing programs, policies, and procedures.
Receive, process, and circulate licence applications; review documentation for accuracy and compliance.
Communicate licensing requirements and prepare educational materials for applicants and stakeholders.
Coordinate inspections with internal departments and external agencies; provide next steps for non-compliant applicants.
Assist in issuing licences and determining applicable conditions.
Serve as the first point of contact for licensing inquiries and complaints; coordinate enforcement actions.
Lead licensing working group meetings and prepare for renewal periods.
Administer the Large Holiday Display Permits Program.
Process AGCO-related permits and licences (liquor, lottery, raffles, bingo,
SOPs).
Process Noise By-law exemption requests, Flag Raising requests, and administer the Spay/Neuter Cat Voucher programs.

Legislative Services & Committee Support

Assist with the preparation of Council and Committee agendas, minutes, by-laws, and legislative documents.
Maintain Council calendars on the Town website and Outlook.
Prepare and circulate public notices, resolution letters, and statutory communications.
Provide support and serve as the back-up to the Deputy Clerk for the Accessibility Advisory Committee, Committee of Adjustment & Appeals, and Municipal Heritage Advisory Committee.
Support the processing of MFIPPA requests.
Assist with the administration of municipal and school board elections.
Maintain municipal records, files, and databases in accordance with TOMRMS and MFIPPA.

Cemetery & Vital Statistics

Administer cemetery operations, including scheduling burials and coordinating with funeral homes.
Determine interment rights, conduct due diligence, and meet with plot owners and families to explain rights and legislation.
Coordinate disinterments with Public Operations and relevant authorities.
Conduct cemetery plot reviews and maintain accurate burial and genealogical records.
Report annually to the Bereavement Authority of Ontario.
Liaise with hospitals, physicians, coroners, and funeral homes to confirm death registration information.
Coordinate death registrations, burial permits, and assist the Division Registrar and Deputy Division Registrar under the Vital Statistics Act.
Process marriage licences, schedule officiants, and conduct civil ceremonies as required.

Policy, By-law & Corporate Program Development

Assist with the development and maintenance of corporate policies, procedures, and by-laws.
Research, review, analyze, and recommend updates to governance policies and Town by-laws.
Review and maintain Municipal Governance Standard Operating Procedures (SOPs).
Support development of a corporate-wide policy and by-law framework.
Assist with the creation of a Corporate Accessibility Program to support AODA compliance.

Digital Content, Automation & Process Improvement

Maintain Municipal Governance webpages and create accessible digital content.
Develop fillable forms using Govstack software.
Coordinate creation, maintenance, and improvement of automated business processes for the Department.
Process departmental invoices, expense reimbursements, and support financial tracking.

Government Relations & Customer Service

Provide government relations support to the CAO by liaising with provincial and federal agencies.
Provide front-line customer service at the counter, by phone, and by email.
Perform other duties as assigned.

QUALIFICATIONS

Three to five years of relevant experience, preferably in a municipal office environment.
Post-secondary degree in Business Administration or Public Administration.
Ability to create and implement policies and procedures.
Strong interpersonal skills and political acumen for interacting with the public,staff, elected officials, and external agencies.
AMCTO Municipal Administration Program and/or PMPC Certificate considered assets.
Thorough knowledge of administrative, customer service, and public-sector environments.
Ability to interpret and apply legislation, regulations, by-laws, policies, and procedures.
Experience preparing agendas and minutes, preferably using eScribe.
Strong organizational skills and ability to maintain confidentiality.
Excellent verbal and written communication skills.
Knowledge of specialized software (eScribe, Stone Orchard, Laserfiche, GIS, CityWorks, iCreate) is considered an asset.
Strong computer skills; Microsoft 365 knowledge is an asset.
Ability to multitask and manage multiple open issues effectively.

WORKING CONDITIONS

Work performed in office, remote, and outdoor environments, with potential exposure to adverse weather.
Standard 40-hour work week with flexibility for evening meetings.

WAGE RATE
$70,828- $88,535 (Salary Band 4)
Comprehensive benefits package.
Non-union position

Interested applicants must submit a cover letter and resume no later than Monday, March 30, 2026, by 4:00 pm

All applications are appreciated; however, only those selected for an interview will be contacted.

Accommodations under the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) will be provided upon request.

This posting is for an existing vacancy.

Town of Kingsville

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Municipal Governance Assistant