Development Intake Clerk

Halton Region; Oakville; Hybrid; CAD 59,000 - 74,000; Full time

Benefits offered by this job

Hybrid Work Program

Job summary

Halton Region in Oakville is seeking a Development Data & Intake Coordinator to manage planning application intake, data management, and reporting for the Development Services Division. The role supports data systems and dashboards, coordinates fee payments, and ensures QA/QC data quality.

The successful candidate will assist with Ontario Land Tribunal materials and collaborate with planners and project managers to maintain robust development data across multiple databases.

Qualifications

• Post-secondary diploma or degree in Business Administration or Data Management.
• Two (2) years of experience in planning application intake or similar data management duties.
• Customer service focus with excellent communication and analytical skills.
• Proficiency in MS Office; familiarity with Visio and workflow monitoring software.

Responsibilities

• Responsible for all planning application and land use policy proposal intake, including: setting up files and entering data into the Division’s Development Application Tracking System (DATS) software.
• Manage information and material related to resubmissions for planning applications to support internal review.
• Support DATS data quality through implementing monitoring aspects of QA/QC program.
• Receive, monitor and process all planning application and engineering review fees, and facilitate accounting reconciliation with the Region’s Finance Department.

Skills

Customer service

Communication

Analytical skills

Problem solving

Education

Post-secondary diploma or degree in Business Administration or Data Management

Tools

MS Office (Word, Excel, SharePoint)

Visio

Workflow monitoring software

Job description

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Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment and strong long‑term financial position and AAA credit rating.

As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements, including flexibility and improved work‑life balance for our employees. This position is eligible for the Hybrid Work Program, with a minimum requirement of three (3) days per week onsite.

Posting ID: 5448
Department: Public Works
Division: Development Services
Pay Range: $59,127 - $73,910
Job Type: Contract > 1 Year
Contract Duration:2 years
Hours of Work: 35hours per week
Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville
Employee Group: OCT
Vacancy Status: This posting is for an existing vacancy
Posting Date: August 26, 2026
Application Deadline: September 8, 2026

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.

If this position becomes eligible to be filled permanently, the successful candidate from this competition may be appointed to the role.

If you’re enthusiastic about the opportunity to work with Halton Region but don’t meet every qualification listed, we still encourage you to apply! This position may be eligible for an underfill opportunity for candidates who do not meet every qualification. We’re always on the lookout for exceptional talent to join our team!

Job Summary

Responsible for the intake of planning applications and coordination of data management and reporting activities for the group while providing support for the overall administration of the Development Services Division.

Duties & Responsibilities

• Responsible for all planning application and land use policy proposal intake, including: setting up files and entering data into the Division’s Development Application Tracking System (DATS) software.
• Manage information and material related to resubmissions for planning applications to support internal review.
• Support DATS data quality through implementing monitoring aspects of QA/QC program.
• Receive, monitor and process all planning application and engineering review fees, and facilitate accounting reconciliation with the Region’s Finance Department. Co-ordinate with applicants on matters related to fee payments.
• Monitor, track and follow up on outstanding payments to ensure fees are received.
• Manage the upkeep of the Division’s dashboards, handbook, process manuals and other work guides.
• Generate reports on the overall development portfolio for the division.
• Coordinate input into the Region’s various development and asset tracking databases, with data provided by the Division’s planners and development project managers.
• Undertake aspects of Divisional administrative requirements such as monitoring and ordering office supplies, managing the Divisional credit card, coordinating staff conference and professional fee payments, managing inter-office mail.
• Assist the DATS project team with revisions/upgrades to the system as required.
• Support the preparation of materials for Ontario Land Tribunal matters, such as, document book coordination and preparation of exhibits for hearings.

Skills & Qualifications

• Post-secondary diploma or degree in Business Administration or Data Management.
• Two (2) years of experience in planning application intake or similar experience involving creating files, entering data, circulation of applications for review, maintenance of tracking databases, receiving and tracking application fees, and reconciling fee deposits.
• A customer service focus and possess excellent communication skills, strong analytical skills, and proven problem‑solving abilities to ensure applications are processed in a timely manner.
• Proficiency in MS Office (Word, Excel, and SharePoint, in particular), familiarity with Visio, workflow monitoring software, or similar data management software.

Preferred

• Previous experience in a municipal environment, particularly within a planning department.
• Basic knowledge of the Planning Act.

Working/ Employment Conditions

WorkingConditions

• Travel will be required between locations within Halton Region. Must supply own transportation.
• A valid driver's license.

Important information about your application:

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to the delivery of high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community.