Job ID #32183: Licensing Administrator

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 45,000 - 65,000; Full time

Job summary

City of Hamilton is seeking a Licensing Administrator to support the Licensing Section by providing information to the public about provincial and municipal legislation and by-laws interpretation.

Responsibilities include processing licence applications, calculating fees, maintaining records, front-counter and phone service, cash handling, and preparing court-related documents. The role requires strong accuracy, communication, and the ability to work in a fast-paced municipal environment.

Qualifications

• Knowledge of legal and business office practices with customer service experience.
• Experience with provincial legislation and by-laws related to licensing.
• Strong data entry speed and accuracy with cash handling experience.
• Excellent written and verbal communication and organizational skills.
• Ability to work independently and in a team, with attention to detail.

Responsibilities

• Process and review licence applications and renewals under Licensing By-Laws.
• Verify eligibility, dates, fees, and required documentation.
• Maintain records, generate reports, and handle public inquiries.
• Front-counter and phone assistance; cash handling and POS operations.
• Provide information to the public and coordinate with authorities as needed.
• Assist with court administration and related documentation.

Skills

Legal knowledge

Customer service

Data entry

Cash handling

Communication

Organization

Tools

Microsoft Office

Case management software

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32183: Licensing Administrator
• Union: CUPE Local 5167
• Job Description ID #: 6749
• Close date: Wednesday September 2, 2026
• Duration: This is a periodic posting for all current and upcoming permanent and temporary vacancies for period of August 30, 2026 to February 20, 2027.
• Vacancy type: This posting will be used to fill current vacancies, as well as any further vacancies which arise during the period noted above.
• Internal applicants should apply with your work e-mail address. External applicantsare considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES

Reports to the Supervisor of Licensing Administration. Responsible for providing information and assistance to the public regarding provincial and municipal legislation and interpretation of by-laws under the Licensing section. Maintain and build client relationships by providing sensational service motivated to assist the public.

GENERAL DUTIES

Receives, processes and conducts reviews of various licence types, new and renewal applications as related to Licensing Section By-Laws.

Issues various types of licences by:

• Verifying licence eligibility requirements
• Verifying dates and schedules as needed, for licences which are date specific
• Calculating and ensuring accurate payment of fees
• Verifying submissions of required documentation and appropriate signatures to satisfy various Licence types

Approves and denies licences in accordance with Licensing Section By-Laws and makes recommendations and seeks assistance of the Supervisor as needed

Updates and maintains the records management system as related to licences, compiling data, generating reports for statistical purposes, and complaints from the public, elected officials and other departments.

Completes administrative work for Licensing Section By-Laws as related to individual schedules.

Responsible for front-facing customer counter operations and phone-queue services

Performs cashier functions, collecting payments for the Licensing & By-law Services Division and other departmental payments made at Licensing counters by operating equipment such as Point of Sale (POS)

Balances daily receipts and reconciles to POS cash distribution totals. Prepares documentation for bank deposits.

Provides testimony in court proceedings, solely based on the accuracy and details of the application process.

Receives and answers inquiries from the public, staff, outside agencies, other municipalities and departments regarding a broad range of Licensing Issues.

Provides information to customers using various methods of communication (i.e. telephone, email, letters and in person at Licensing counters)

Provides customers with instructions and examines documents, official papers and conducts internal investigations to determine their authenticity/validity for which the party is seeking information, relief and/or assistance.

Corresponds with local Police, the Ontario Provincial Police and/or the Alcohol and Gaming Commission of Ontario to research complaints of theft, fraud and non-compliance of Licensing Section By-laws.

Provides court administration, prepares Tribunal reports or other requested legal documents required for various outside agencies, i.e. Alcohol and Gaming Commission of Ontario.

Provides information to authorized requesters ensuring conformity with the Freedom of Information and Privacy Protection Act.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned.

QUALIFICATIONS

1. Proven knowledge of legal and business office practices and procedures including, legal administration and customer service concepts normally acquired through an equivalent combination of education and relevant work related experience.
2. Working knowledge of related Provincial Legislation (including Alcohol and Gaming Commission of Ontario’s regulations and statutes), Municipal Act and City of Hamilton, Licensing Section By-Laws
3. Previous experience working in a legal or enforcement office environment.
4. Proficient in a computerized environment with strong working knowledge of Microsoft Office software (Word, Excel, Outlook and PowerPoint) and database software. Proficient at data entry,inputting with ahigh level of speed and accuracy. Demonstrated knowledge of case management system(s) used for municipal licensing and permitting would be an asset.
5. Demonstrated ability to analyze and interpret statistical and financial information.
6. Demonstrated ability to verify data input and compares the same from a variety of sources in order to properly assess applications and reports.
7. Previous cash handling experience and financial reconciliation.
8. Must have a pleasant, courteous manner, able to deal with contentious situations and to exercise discretion, judgement, diplomacy and confidentially while working with the public.
9. Exceptional attention to accuracy and detail with the ability to multi-task and work in a fast paced, high volume, public environment.
10. Exceptional communication (verbal and written), interpersonal and organizational skills including the ability to assess priorities and work both independently and in a team environment.

SALARY

Grade H

HOURS

35 per week

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy.Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.