Licensing Officer (Temporary Full-Time)

City of Thunder Bay; Northwestern Ontario; On-site; CAD 55,000 - 75,000; Full time

Job summary

The City of Thunder Bay is seeking a Licensing Officer to administer municipal licensing, permitting, and lottery licensing programs under the Manager – Legislative Services. You will ensure compliance with by-laws and AGCO requirements, maintaining accurate licensing records and providing guidance to applicants and internal stakeholders.

Key duties include processing applications, renewals and amendments, auditing files, delivering customer service at the counter and by phone, collaborating

Qualifications

• Diploma in Administration, Business, Legal or related discipline.
• Three (3) years of progressively responsible experience in licensing or regulatory administration work.
• An equivalent combination of education and experience.

Responsibilities

• Receives, reviews, processes, and administers applications, renewals, amendments, and cancellations for business licences, permits, and lottery licences in accordance with by-laws and provincial legislation.
• Determines eligibility for lottery licensing per AGCO rules and directives.
• Interprets licensing by-laws and relevant legislation, guiding applicants and internal stakeholders.
• Audits licensing files and reports for compliance and initiates follow-up actions.
• Provides courteous customer service to the public, organizations, and businesses by counter, phone, email.
• Responds to inquiries, complaints, and requests for licensing information; checks compliance.
• Acts as liaison with charitable organizations, provincial agencies, enforcement partners, and internal departments.
• Accepts and processes payments, issues refunds, balances receipts, and maintains financial records.
• Maintains licensing records using electronic and manual filing systems.
• Prepares correspondence, notices, reports, and documentation relating to licensing.
• Responds to FOI/MFIPPA requests as required.
• Submits reports to AGCO and prepares internal compliance reports.
• Assists with updating by-laws, policies, forms and procedures.
• Maintains inventory of licences and regulatory documents.
• Acts as commissioner for affidavits and supports election tabulation procedures.
• Performs clerical duties and provides backup relief as needed.

Skills

Interpreting by-laws

Customer service

Word processing

Typing / keyboarding

Spreadsheets

Records management systems

Data entry

Oral and written communication

Time management

OH&S competence

Education

Diploma in Administration/Business/Legal or related

Three years of licensing/regulatory administration experience

Equivalent combination of education and experience

Tools

Word processing

Excel

Records management systems

Job description

The City of Thunder Bayprovidesexceptional quality of life to those wholive, work, and play in Thunder Bay–a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay isrich in people and resources, and connects Northwestern Ontario to the world. We value ourhigh quality of lifeand promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

Watch this video to learn more about our City at:

Job Specific Information:

Should this temporary vacancy be filled by a regular full-time employee, seniority and benefits will continue in the normal manner and the regular employee will continue to maintain normal, full-time status for the duration of the appointment.

If it becomes known that the position is permanent, it will be reposted and filled in the normal fashion.

Job Description

POSITION SUMMARY: Under the general supervision of the Manager – Legislative Services, the Licensing Officer is responsible for the administration and processing of municipal business licensing, permitting, and lottery licensing programs. The position ensures compliance with municipal by-laws, provincial legislation, and Alcohol and Gaming Commission of Ontario (AGCO) requirements, and maintains accurate licensing records. The Licensing Officer acts as a subject-matter resource for licensing inquiries and supports related municipal regulatory and administrative functions.

MAJOR RESPONSIBILITIES:

• Receives, reviews, processes, and administers applications, renewals, amendments, and cancellations for business licences, permits, and lottery licences in accordance with municipal by-laws, policies, and provincial legislation.
• Determines eligibility for lottery licensing, including review of charitable organization status and eligible use of gaming proceeds, in compliance with AGCO rules and directives.
• Interprets and applies licensing by-laws, lottery terms and conditions, and relevant provincial legislation, providing guidance to applicants and internal stakeholders.
• Audits licensing and lottery files and reports for compliance with municipal and provincial requirements and initiates follow-up actions as required.
• Provides professional, courteous customer service to the public, community organizations, and businesses via counter, telephone, electronic, and written correspondence.
• Responds to inquiries, complaints, and requests for information related to licensing, permits, and lottery activities; checks compliance and recommends or implements appropriate action.
• Acts as a liaison with charitable organizations, provincial agencies, enforcement partners, and internal City departments.
• Accepts and processes payments, issues refunds, balances receipts, prepares deposits, and maintains accurate financial records related to licensing activities.
• Maintains complete and accurate licensing records using electronic records management systems and manual filing systems.
• Prepares standard correspondence, notices, reports, and documentation related to licensing activities.
• Responds to information requests, including FOI/MFIPPA-related searches, in accordance with corporate procedures.
• Submits required reports to the Alcohol and Gaming Commission of Ontario and prepares internal statistical and compliance reports.
• Assists with the preparation and updating of lottery and licensing by-laws, policies, forms, and procedures.
• Maintains inventory of licences, application forms, and regulatory documentation.
• Acts as a commissioner for taking affidavits.
• Participates in the administrative process and election tabulation procedures of Municipal and District school board elections.
• Performs clerical and administrative functions including correspondence preparation, data entry, scanning, filing, reporting, and electronic content updates.
• Provides back up relief to Clerk’s Office by performing the duties of Deputy Division Registrar including issuing burial permits, collecting fees for licenses, bus passes and other general sales, and responding to phone and counter inquiries.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Diploma in Administration, Business, Legal or related discipline; and
• Three (3) years of progressively responsible experience in licensing or regulatory administration work.
• An equivalent combination of education and experience.

Skills/Abilities:

• Demonstrated ability to interpret and apply municipal by-laws, provincial legislation, and regulatory requirements.
• Must have strong customer service and communication skills and be courteous and tactful in dealing with the public.
• Must possess basic skill in wording processing and intermediate level proficiency in keyboarding, spreadsheets, records-management systems, and data entry.
• Ability to communicate effectively and concisely, both orally and in writing
• Ability to manage time, prioritize competing tasks, and accomplish goals within a fixed timeframe
• Must be competent within the meaning of the Occupational Health & Safety Act

CONDITIONS OF EMPLOYMENT:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
• May be required to travel to various work locations and provide own transportation
• Must take the Oath of Secrecy

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups and women.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression.Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources & Corporate Safety Division should you be the successful applicant.If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: [phone]

Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date.