Job ID #32227: Permit Intake Clerk

City Of Hamilton; Hamilton; On-site; CAD 42,000 - 54,000; Full time

Job summary

City of Hamilton is seeking a Permit Intake Clerk to support the Building Division and front counter operations. You will process building permit applications, respond to inquiries, and assist with documentation and data entry in a busy municipal office.

Applicants should have strong computer skills (Word, Excel, Outlook) and prior experience with customer service. Familiarity with POSSE and permit tracking systems is preferred. 35-hour work week in a supportive team.

Qualifications

• Previous administrative experience in a city or public-sector setting.
• Proficient computer skills with Word, Excel and Outlook.
• Experience with Building Permit Tracking Systems (POSSE) is preferred.
• Strong customer service skills and ability to manage inquiries.

Responsibilities

• Handle front counter duties and respond to public inquiries about building permits.
• Prepare and type documents, reports and letters, ensuring accuracy.
• Process permit applications, compile supporting documents and track status.
• Enter revenue and fees in POS terminal and coordinate with accounting.
• Schedule meetings and maintain filing and record-keeping for the section.

Skills

Microsoft Word

Excel

Outlook

Tools

POSSE

Job description

About the Role

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 #32227: Permit Intake Clerk
• Union: CUPE Local 5167
• Job Description ID #: A14059
• Duration: (2) Permanent Full-Time, (2) Temporary Full-Time (up to 12 months)
• Vacancy type: This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

Summary Of Duties

• Reporting to the Supervisor, Customer Service & Office Operations, performs administrative duties associated with the operation of the Business Operations Section and clerical and front counter duties.
• Prepare and type various documents, reports, correspondence, forms, lists, records, memoranda, letters and legal documents from copy and dictated notes. Check and proofread letters and documents for accuracy.
• Complete the administrative portion of building permit applications from the public to ensure they are received, processed, and issued in a timely manner. Compile and prepare supporting documents for the Business Operations Section.
• Receive and answer inquiries in person, by telephone and email from public, staff, elected officials and other departments regarding the status of Building Permit Applications Provide information as may be indicated by the inquiry and relay calls or messages to appropriate personnel when necessary. Provide front counter/reception duties as required, deal with requests and complaints. Inquiries can come in the form of in person and virtually though systems like virtual appointments, consults, and portal chat systems.
• Corresponding with internal and external stakeholders pertaining to Building Division matters.
• Input and retrieve data, process and distribute permit applications and plans to the Business Operations Section.
• Determine acceptance or refusal of building permit applications based on conformity with applicable legislation.
• Provide assistance to customers in relation to their building application. This will include troubleshooting such as helping the applicant navigate the online system by phone or email.
• Experience using online permit systems, Point of Sale (POS) terminals, and Laserfiche systems.
• Assist with the administrative portion of building permits which includes answering inquiries, performing calculations, and collecting development charges and other related fees.
• Input revenue received on Point of Sale (POS) terminal, issue receipt to client and forward all application fees and billing information to accounting section, maintain tracking system and prepare forms for deposit to various accounts.
• Set up and maintain office filing system, such as correspondence, departmental records, forms and cards for the Section. Keep or retain general office records and reports. Input, manipulate and retrieve data and prepare status reports. Retrieve and print information from microfiche or electronic storage.
• Sort and distribute incoming mail and faxes, process outgoing mail for the Section.
• Take and transcribe minutes of meetings.
• Arrange and schedule meetings for managers and professional staff.
• Requisition and maintain office supplies, including processing invoices and forwarding for approval of payment.
• Provides back‑up support to the Building Engineering Support Assistant role as needed in times of absence or workloads necessitates.
• Work 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.
• Perform other duties as assigned which are directly related to the major responsibilities of the job.

Qualifications

• Previous business office experience related to duties listed above normally acquired through a combination of education and relevant administrative work experience.
• Demonstrated experience in a computerized environment. Must have excellent computer skills with intermediate knowledge of Microsoft Word, Excel & Outlook.
• Demonstrated work experience inputting and manipulating data with speed and accuracy at an intermediate level. Work experience and knowledge of Building Permit Tracking Systems (POSSE) is preferred.
• Demonstrated ability to deal with customer requests for service and assistance; responds promptly to customer needs.
• Demonstrated organizational skills with demonstrated ability to work within defined timeframes.
• Client/customer‑orientated experience and service in a building and/or construction environment.

Salary: Salary Grade F

Hours: 35 per week

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.