Committee of Adjustment, Documents Approval Clerk

City of Ottawa; Ottawa; On-site; CAD 59,000 - 70,000; Full time

Job summary

The City of Ottawa is seeking a qualified professional for the Committee of Adjustment. This role involves reviewing legal documents, ensuring compliance with approvals, and serving as the primary contact for clients. Candidates must have relevant education and a minimum of three years of experience in property conveyancing or title searching.

Qualifications

• Minimum of 3 years related experience in property conveyancing.
• Knowledge of legal documents and Ontario legislation.

Responsibilities

• Review legal documents to ensure compliance.
• Serve as primary contact for approvals.

Skills

Communication

Problem Solving

Analytical Skills

Interpersonal Skills

Organizational Skills

Education

2 year community college diploma related to law or real estate or office/public/business administration

Tools

Microsoft Suite

E-Registration Process (Teraview)

Records Management

Job description

Requisition ID: 17980
Department: Committee of Adjustment
Service: Committee of Adjustment Branch
Employment Type: 1 Permanent Full Time Position
Work Hours: 35 hours per week
Affiliation: CUPE 503 Inside/Outside
Salary Information: $59,153.64 - $69,209.14 annually (2024 rates of pay)
Location: Ben Franklin 101 Centrepointe
City: Ottawa, ON
Job Category: Administrative and Support Services
Application Close:16/06/2025

JOB SUMMARY

The Committee of Adjustment derives its jurisdiction from the Planning Act of Ontario. The Committee regularly holds public hearings and are mandated to consider and make decisions on applications for Minor Variances, Permission, Consents, Validation of Title and Power of Sale.

You are responsible for reviewing a wide range of legal documents (transfers, rights-of-ways, mortgages, joint use agreements) to ensure compliance with Committee of Adjustment approvals; identifying and resolving areas of non-compliance; overseeing the clearance of conditions; and approving and issuing final Certificate.

You serve as the primary contact for clients to finalize approvals given by the Committee of Adjustment for applications already in process.

Duties also include administering all general inquiries as well as overseeing the records operations for the Committee of Adjustment.

EDUCATION AND EXPERIENCE

Completion of 2 year community college diploma related to law or real estate or office/public/business administration.

Minimum of 3 years of directly related experience in property conveyancing or title searching including one year of directly related records and information management experience.

CERTIFICATIONS AND LICENCES Appointment as Commissioner of Oaths within the timeframe determined by the employer KNOWLEDGE

• Must possess technical knowledge of the following legislation, regulations and legal documents and their inter-relationship: Planning Act, Land Titles Act, Ontario Building Code Act, Electronic Land Registration System, Title documents (Transfers, Rights-of-way, Instruments, Easements, Agreements, Restrictive Covenants, Parcel Registers), Zoning By-laws, Cash-in-lieu of Parkland By-law, Planning and Building Permit Approval Processes (Site Plan Control Approval, Plans of Subdivisions, Part Lot Control By-laws), Ontario Municipal Board, Compliance Reports, and Municipal By-laws.
• Demonstrated knowledge of real estate conveyancing practices and procedures, in particular Teraview.
• Demonstrated knowledge of Committee of Adjustment functions, terminology, and procedures.
• Demonstrated knowledge of the function of the Ontario Municipal Board.
• Demonstrated ability to read and interpret Survey Plans, Compiled Plans, Registered Reference Plans and Architectural drawings.
• Knowledge of municipal organizational structure.
• Demonstrated knowledge of general office practices and procedures, file systems and office equipment.
• Knowledge of Microsoft Suite, E-Registration Process (Teraview), MAP, Records Management and other database applications.
• Demonstrated knowledge of Records Management practices, policies and procedures
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Ability to read, interpret and explain provincial statutes as they relate to the day-to-day activities of the job.
• Demonstrated strong communication skills, both verbally and in writing, to deal effectively with solicitors, property owners, developers, other public agencies, the general public and City staff.
• Demonstrated ability to read and interpret Survey Plans, Reference Plans and Architectural drawings, including carrying out mathematical calculations.
• Ability to understand and interpret complex legal descriptions.
• Ability to work in a dynamic, fast-paced customer service environment, with constant pressure to meet deadlines.
• Demonstrated problem-solving skills and ability to analyze complex land registration issues.
• Ability to work collaboratively with solicitors in resolving any matters.
• Must be detailed-oriented and possess superior organizational skills, with an ability to prioritize work, to meet competing demands.
• Ability to make sound independent decisions and exercise judgement and discretion in decision-making.
• Possess excellent interpersonal and communications skills
• Ability to cope with stress effectively
• Ability to exercise sound judgement in difficult situations
• Flexibility and adaptability
• Professional attitude in providing client service delivery
• Initiative, tact, discretion, reliability
• Resourceful and analytical.
  

WHAT YOU NEED TO KNOW

• Language Requirement:Designated Day 1 Ready – immediate requirement for language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates must meet language requirement for position upon hire.
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the Employee Service Centre at 613-580-2424 extension 12211 or via email at [e-mail].