The main task of the Director General (DG) and Secretary-Treasurer is the administration of the municipality. The DG plans, organizes, directs, controls all of the activities in the municipality, collects all the payables for the municipality, keeps the account books and is the custodian of the archives for the municipality.
The DG must ensure that the elected officials have all the necessary elements for decision-making by preparing documents in relation to budgets, programs, regulations, resolutions, minutes, etc. The DG then follows up on decisions by ensuring communication between the Council, other public servants and employees of the municipality.
In municipalities, the Director General / secretary-treasurer is also called upon to act as project manager, promoter and economic agent, legal advisor, ombudsman and manager for claims against the municipality and she must act as a mediator when required.
The Director General / secretary-treasurer plays a major role in the development of a municipality.
The Assistant Director General assists the Director General and Secretary-Treasurer in all the mandates that are entrusted to this person. In the absence of the Director General and Secretary-Treasurer, the duties and responsibilities assigned by the “Quebec Municipal Code” and the other laws and regulations shall be devolved to the Assistant Director General
The Assistant Director General works closely with senior management on all major files, such as environment, urban planning and the development of the territory and all that flows from the strategic planning in force. This person is in charge of projects for certain mandates entrusted by the Director General, maintains the books, registers, plans, maps and other documents and papers that are the property of the municipality. The Director General and Secretary-Treasurer is tasked to attend committee meetings, if required.
The inspector plays a leading role in the day-to-day administration activities of the municipality. He is responsible for giving out permits and certificates relating to town planning by-laws, he carries out the surveillance of the territory and searches for documentation.
The inspector’s role is one of control, counsel, sensitization, education and administration within the municipality. This includes enforcing municipal by-laws, explaining the objectives of these municipal by-laws to citizens and ultimately drafting reports, recommendations and other administrative documents.
The mission of the Urban Planning Director is to plan the urbanization and organization of the Municipality and its territory in the best interest of the citizens.
According to the guidelines and instructions given by the municipal council, the Urban Planning and Environment Director exercises control over the territory in order to ensure that the objectives and regulations under its jurisdiction are respected. In addition, this person is also responsible for managing the cartography and government grant programs in connection with this person’s specific activity.
To this effect, the urban planning and Environment Director proposes and submits appropriate planning tools and strategies. He develops various policies, programs, action plans and by-laws to bring about the desired orientations.
The urban planning and Environment Director’s mandate also includes planning, organizing and managing municipal initiatives related to town planning and the environment.
The environment and municipal leisure manager must plan, organize and supervise all the leisure and cultural activities for the municipality, all in close collaboration with the Director General and the elected officials that are responsible for leisure in all the major files related to leisure and culture.
The environment and municipal leisure manager assists the Director of Urban Planning and Environment in all the files relating to the environment and monitors the status of shoreline strips, establishes a citizen consultation process and participates in monitoring the status of septic installations and violations.
The public works foreman must ensure the optimal and competent management of human, material and financial resources made available to him. He is responsible for the regular and preventative maintenance of the road network, lighting system, signage, parks, playgrounds and all buildings and equipment in the Municipality or under the responsibility of the Municipality. He must participate in the public works planning and monitor construction projects that affect the development of the municipality in accordance with the plans and specifications. He works with the employees in the department under his responsibility.
The accounting clerk is an essential position in the organization of a municipality. This person performs the duties associated with municipal financial management. Under the supervision of the Director General, the Accounting Clerk is responsible for accounts payable and payroll, follows up on the budget during the year, performs relevant analyses and submits the financial statements quarterly with appropriate comments to the DG. The accounting clerk also handles annual and complimentary taxation, as well as closing the budget each month and opens and closes each year.
The position of Administrative Technician is an essential position in the organization of a municipality. The person in this position is the first contact between the municipality and its citizens. The high quality of customer service and initial greeting received by the citizens is of paramount importance. The administrative technician is responsible for all of the municipality’s correspondence and tax collections, maintains various control and reference systems, receives phone calls and visitors, performs various office functions, such as photocopying, filing shipments, purchases, archiving etc. The administrative technician acts as secretary during municipal elections, registrations and referendums.