Development Permit Administrator

Town of Oakville; Oakville; On-site; CAD 60,000 - 85,000; Full time

Job summary

The Town of Oakville seeks a Development Permit Administrator responsible for administering Development Engineering Permit Applications. This role involves technical support, application pre-screening, and fostering relationships with diverse stakeholders. The ideal candidate will possess strong conflict management and organizational skills, along with relevant educational qualifications and experience in civil engineering processes.

Qualifications

• Minimum 3 years of related experience in development permit and application processes.
• Ability to communicate and manage conflicts effectively with the public and stakeholders.
• Experience reviewing engineering submissions for development applications.

Responsibilities

• Pre-screens application submissions for technical completeness and accuracy.
• Communicates results of application pre-screening to applicants and provides guidance.
• Develops and maintains relationships with internal and external customers.

Skills

Interpersonal skills

Conflict management

Diplomacy

Organizational skills

Time management

Education

Two year college diploma in Civil Engineering Technician or related field

Tools

AMANDA GIS

AutoCAD

MS Office

Job description

Job Details:
Permanent Full-Time CUPE 1329

Posting Status:
Open to all current Town of Oakville employees and external applicants

Closing Date:
Applications for this position must bereceived at oakville.ca by no later than June 20, 2025

Reporting to the Manager of Development Engineering, this position is responsible for the administration of Development Engineering Permit Applications (DEPA) that include the Development Engineering Permits (DENG) and Development Engineering Site Plans (DESP). The Development Permit Administrator will ensure the review, approval and inspection processes and requirements are followed and legal aspects of current Town By-laws are met.

Job Responsibilities:

• Pre-screens application submissions for completeness including review of drawings, reports, forms, etc., ensuring high level technical requirements are met, sufficient information is provided for detail review by Development Engineering Technologists, and the fee and security amounts are correct.
• Produces simple site plans in GIS as required to display existing Town/Region infrastructure, property lines, easements, pipelines, creeks, building footprints, etc. to verify completeness of application.
• Communicates results of pre-screening to applicants and enters information into the Plan-It Portal, or by email or Salesforce.
• Provides guidance on application process and requirements to applicants/residents.
• Provides technical support to applicants for the Plan-It Portal or redirects to System Support staff.
• Responds to a large volume of correspondence including e-mails, telephone and in-person inquiries.
• Responds to client inquiries and complaints related to DEPA and related By-law Enforcement, and re-directs to Service Oakville and/or other Departments as appropriate.
• Co-ordinates with staff across the town for resolution of various complaints and service requests from residents, councilors, contractors, consultants and others.
• Develops and maintains strong relationships and communications with internal and external customers, ensuring matters are handled professionally, diplomatically and expeditiously.
• Handles and triages confidential and sensitive issues independently with sound judgement.
• Provides customer service support, advice and assistance to other departments, residents, contractors, business owners, elected officials, and town BIA organizations on behalf of the department concerning DEPA related matters.
• Supports Service Oakville regarding call and email inquiries related to the department including sharing information with Service Oakville as appropriate.
• Administers engineering elements of Development Applications and Development Engineering Permit Applications (DEPA) including DENG and DESP by monitoring the application process via the Plan-It Portal and AMANDA.
• Directs escalated inquiries and complaints to Management Team as required.
• Completes other DEPA-related permit processing and communication activities.
• Provides support and vacation coverage for other Clerks in the department.
• Develops and manages DEPA related files and records including the electronic filing system.
• Retrieves, archives and documents closed files for record management compliance.
• Responds to FOI requests.
• Processes cheque deposits in the absence of the Development Engineering Clerk.
• Indirectly supervises co-op students as required including training, orientation and assigning tasks.
• Completes other duties as assigned.

Qualifications:

• Successful completion of a two year college diploma in Civil Engineering Technician or a related diploma or degree.
• Must have a minimum of 3 years of related experience including development permit and application and planning approval processes.
• An equivalent combination of education and experience may be considered.
• Experience conducting preliminary review of engineering submissions for development applications and of Development Engineering Permit Applications (or Infill Development Applications)
• Experience resolving complaints from various stakeholders such as homeowners, contractors, and/or councillors.
• Ability to apply diplomacy and discretion with various stakeholders including acting and communicating in a considerate manner to ensure the reputation of the department.
• Excellent interpersonal and conflict management skills with the ability to communicate well with public and professionals and diffuse complaints from residents and applicants
• Excellent organizational and prioritization skills with a high degree of accuracy and productivity consistent with a senior administrative position.
• Time management techniques in order to prioritize work tasks including application administration, application pre-screening and a high volume of inquiries.
• Ability to follow procedures under pressure while avoiding omissions and ensuring all deadlines are met.
• Ability to work with a diverse range of people both internally and externally.
• Familiarity with municipal government processes; familiarity with town policies and departmental responsibilities would be an asset.
• Ability to understand technical drawings i.e. survey plans, grading and drainage plans, plans & profiles, engineering drawings, site plans, traffic engineering plans, utility plans, and erosion & sediment control plans.
• Knowledge of engineering design drawings related to site earth works and utility services.
• Comprehensive understanding of standard engineering terminology, municipal public works projects, road corridor knowledge, general office procedures; a familiarity with town corporate policies and procedures would be an asset.
• Knowledge of the development process and types of applications and permits.
• General knowledge of various relevant by-laws including Zoning, Site Alteration, Site Plan, Pool Enclosure and Fencing.
• Knowledge of residential and industrial construction field practices.
• Knowledge of erosion and siltation control standards as required by the municipality and other governmental agencies.
• Knowledge of good engineering practices related to Land Development projects.
• Knowledge of Ministry of Transportation signs, codes, installation requirements, etc.
• Proficiency in various software such as AMANDA GIS, AutoCAD, CIS, Excel, Word, and other MS Office software.
• Proficiency in the town’s Plan-It Portal or similar application in-take software would be an asset.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for each of the testing and interview components of the recruitment processis 75%.

Wethank all applicants and advise that only those selected for an interview will be contacted.