In this interview, we spoke with Natashia Roberts, City Clerk for Huron Shores, Ontario, who shared insights into the diverse and multifaceted role of municipal clerks. From managing public inquiries to leveraging technology for efficient meeting management, Natashia highlighted the importance of the clerk’s work in ensuring the smooth operation of municipal functions.
Can you describe a typical day in your life and some of your key responsibilities as a clerk?
There is no such thing as a typical day. Many times we drive into work thinking we’re going to get these five things done today, and the day takes off right away. Some days range from handling public inquiries and complaints, drafting and enforcing bylaws, managing contracts, or responding to emergency situations. We also oversee Human Resources, prepare for and attend meetings, and, because we’re so small, sometimes patrol roads for washouts when our Public Works staff are absent.
What’s the oddest request that has fallen into your responsibilities as a clerk?
Being small and rural, we get calls about so-and-so’s cows in the middle of the road or how to deal with sheep running at large. These calls used to be bizarre but have become less surprising over the years. We also get calls about things like our number being wrong on Google, which we’re not responsible for.
How do you balance the diverse demands that come with your role?
Prioritizing and delegating tasks is key. With eScribe, meeting prep has become much less time-consuming, freeing up hours for other tasks. Although we haven’t implemented all the modules in eScribe yet, it’s on our radar.
Do you have any organizational tips for other clerks?
eScribe has been a big-time help. Having everyone in the organization set up there makes task delegation easier. It’s also beneficial to have a centralized area for reporting, whether for service requests, complaints, or compliments. This helps staff see the positive feedback and stay motivated.
How has the digital transformation impacted your role?
Working with digital aspects like eScribe has made things so much easier. Changes can be made in real-time, which is especially helpful during meetings. Everyone has access to the same information, ensuring transparency and efficiency.
What do you find the most rewarding about your job?
I really like contributing to the personal and professional development of our staff and fostering a positive work environment. Supporting informed decision-making and contributing to our overall functioning and transparency is also rewarding, even if it’s not always visible to the public.
How has the role of the clerk evolved with the introduction of new technologies?
The role of the clerk has evolved significantly, with much more responsibility on municipalities now. New technologies like eScribe make it easier to manage tasks that used to be extremely time-consuming, like creating Council agendas.
Do you believe clerks are the unsung heroes of municipalities?
Absolutely. Much of our work happens behind the scenes, and while it’s not always recognized by the general public, our role is crucial for operations. We joke about being the complaint department, but everyone would agree with that statement.
How has leveraging technology improved your meeting processes?
Technology allows for efficient preparation and distribution of meeting materials, ensuring accurate record-keeping. We also use Zoom for virtual participation, making meetings more accessible and productive. Posting agendas online with one click improves transparency.
What is the biggest challenge you face in your role?
The diverse and often competing demands of the role are a challenge. Additionally, the retention and recruitment of staff have been difficult, especially with the increase in retirees in municipal government roles.
What feature of eScribe has had the most significant impact on your work?
The preparation and distribution of meeting materials. We used to spend an entire day over the photocopier for Council meetings. Now, we can create an agenda and meeting package completely paperless, saving us a lot of time.
What has been the most impressive aspect of your experience with eScribe?
The customer service is top-notch. The customer portal is helpful, and if I can’t find something, Mike is always quick to respond, usually within minutes. We were also excited to meet him in person at the AMCTO conference.
If someone were to say you can’t use eScribe anymore, how would you feel?
I would be overwhelmed. We implemented eScribe in 2021, and while there was a learning curve, I can’t imagine managing Council or committee meetings without it. It saves us so much time and effort.