Permit Services Clerk Jobs

JOB POSTING #: 2023-0146

POSTING PERIOD: Thursday, April 13, 2023 at 8:30 AM to Wednesday, April 19, 2023 at 4:30 PM

DEPARTMENT : Building Services

UNION : C.U.P.E. Local 543

JOB CODE : 543002

POSITION STATUS : Temporary Full-Time

GRADE/CLASS : 0.11

# OF POSITIONS : 1

RATE OF PAY : $27.38 – $32.22 per hour

POSITION # : N/A

SHIFT WORK REQUIRED : No

HOURS OF WORK : 33.75

DUTIES:

• Send appropriate letters to applicants;
• Takes daily attendance and communicates records with Administrative Assistant;
• Responsible for own cash float and balancing; calculate refund amounts for building permits as prescribed by the Building By-law;
• Maintain and update the Building Department's general mail box and website using Sharepoint; i.e. statistical construction reports, by-laws, applications, etc.
• Monitor and receive Manager of Permit Services messages and phone calls;
• Update Building Bond renewals in AMANDA.
• Will provide confidential administrative and secretarial support, including all general office functions, i.e., typing, filing, photocopying, correspondence, responding to telephone inquiries, sometimes dealing with difficult people;
• Manages the co-ordination and support needed for seminars, conferences, and training;
• Prepare Building Property Information Letters at the request of lawyers and respond to any further inquiries regarding the letter.
• Will perform Occupational Health & Safety duties as outlined in the Corporation’s Health and Safety Program.
• Prepares Conditional Permit Agreements for the applicant, owner, and CBO's signature, circulates for signatures and tracks agreements, requests certified Corporate Documents and verify Articles of Incorporation to ensure legality of agreements between the City of Windsor and applicant.
• Receive, enter, and scan various records for input and retrieval in AMANDA.
• Receives invoices, review chartfield designation, maintain monthly spreadsheet to send to the Tax Department.
• Review Site Plan Control (SPC) status and correspond with SPC planners; use EIS to confirm information on properties, i.e. sewers, ERCA, owner, zoning, etc.
• Provide backup to Reception and Cashier. Maintains the Building Department's email account and responds, screens or re-routes inquiries for all Permit Services staff through email or telephone.
• Research and provide reports from Live link to assist in issuing of permits; assists in FOI requests.
• Use the Building By-law and Building Code Act to prepare letters for signature for permit refunds, rejections, withdrawal, and revocation and include any supporting correspondence.
• Prepare Rejection/Revocation/Withdrawal/Refund Letters.
• Reporting to the Manager of Permit Services/Deputy CBO, this position will be responsible to receive, enter and scan data from various source documents regarding new permits, completion dates, orders, etc. into the AMANDA system.
• Sort, prioritize, document, and track numerous emails on a daily basis.
• Prepares monthly reports in AMANDA to review with Manager on status of all permit applications:
• Will perform other related duties as required.
• Verify status' by corresponding with CSR's, Plan Examiners and Manager of Permits, review email correspondence;
• Manage and update permit files in AMANDA pertaining to ERCA, Utility Clearances, Engineer Reports, Liquor Licence applications, etc.
• Maintains schedule of employee sick leave, vacation, flexed schedules, banked overtime;
• Arranging meetings, booking appointments; maintains and updates the Manager of Permit Services' calendar and to-do list. Acts as a resource for the Administrative Assistant;
• Maintain current Building and Zoning by-laws, forms, processes, procedures for use to respond to inquiries from the public.
• Perform preliminary review of Applications; prepare and Implement Development Charge Agreements.
• Prepares Agendas and transcribe minutes for all Permit Services meetings; maintain and follow up on action items discussed in meetings.

QUALIFICATIONS:

• Must have an Ontario Secondary School Graduation Diploma plus two (2) years of post-secondary education in Office or Business Administration from a Community College or University or Ontario Ministry of Education equivalencies;
• Must have a minimum typing proficiency of 50 wpm;
• Computer literacy in the AMANDA system is considered an asset.
• Must be able to quickly and accurately enter data into a computer terminal with minimal supervision;
• The physical demands analysis associated with this job indicates a limited / sedentary level of work.
• Must have sound knowledge of general office procedures;
• Must have over one (1) year of experience in a computerized office environment utilizing the Microsoft Suite of products (i.e. Word, Outlook);

NOTE:

• The Corporation of the City of Windsor is an Equal Opportunity Employer.
• Personal information is collected under the authority of the Municipal Act, c. 25 as amended, and will be used to determine eligibility for employment.
• We offer a smoke-free office environment.
• Only those applicants selected for an interview will be contacted.

In accordance with the Accessibility for Ontarians Act, 2005 and the Ontario Human Rights Code, the City of Windsor will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the City of Windsor Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

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