Job Description

POSITION SUMMARY: Under the direct supervision of the Supervisor and the technical direction and guidance of the Department\xe2\x80\x99s various Division directors and managers, processes applications for various licenses and permits, responds to inquiries regarding various municipal by-laws, and performs general clerical duties in support of all of the Department\xe2\x80\x99s activities.

MAJOR RESPONSIBILITIES: * Responds to telephone calls and counter inquiries, provides initial screening, interprets by-laws to the public, opens complaint files, and refers files to appropriate staff within the Department.

• Provides clerical services for the Department, including but not limited to the following: distributing incoming mail; filing, typing, formatting, scanning, copying, faxing and mailing a variety of correspondence, documents, and forms; and scheduling and recording minutes of meetings.
• Accepts, reviews, and processes standard applications for licenses and permits, including but not limited to, various business licenses, sign permits, and special event permits.
• Assists in the preparation and distribution of various standard letters and notices relating to a variety of planning, building, realty and by-law enforcement issues and participates in activities associated with volume mailings.
• Provides the clerical support required to maintain and update to the City\xe2\x80\x99s Official Plan and Zoning By-law.
• Collects fees and issues receipts for various applications, permits, licenses, agreements, and counter sales.
• Balances daily departmental receipt journal, completes entries on cash journal sheets, maintains books of account and ensures correct deposit for pick up.
• Opens, maintains, and archives various Department files in accordance with Department procedures.
• Searches investigation records for outstanding matters relative to Requests for Notices/Orders/Proceedings.
• Performs the duties of the Receptionist during absences and breaks on a daily basis.
• Performs other related duties as assigned.

QUALIFICATIONS:

Education/Experience:

• Secondary school graduation; and
• Two years of related office experience; or an equivalent combination of education and experience

Skills/Abilities:

• Demonstrated interpersonal, verbal and written communication and organizational skills are essential
• Must be at a basic skill level in word processing, and a basic skill level in spreadsheet software and must possess basic on-line data entry skills
• Must be courteous and tactful in dealing with the public

CONDITIONS OF EMPLOYMENT:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

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\xe2\x80\x99s 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: 625-3866

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

City of Thunder Bay