City Of Hamilton Looking for Job ID #30057: Bylaw Clerk at Hamilton, Ontario, Canada Full Time

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 #30057: Bylaw Clerk (2 vacancies; 1 Full-Time Permanent, 1 Full-Time Temporary)
• Union: CUPE Local 5167
• Job Description ID #: 2712
• Close date: Interested applicants please submit your application by 4:00 p.m. on May 29, 2024.
• Duration: 12 Months, This vacancy is for a period of 12 months due to a maternity leave
• 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 Manager, Service Delivery Licensing and Bylaw Services, provides clerical and administrative support to the Municipal Law Enforcement Section in the enforcement of various municipal by-laws.

GENERAL DUTIES

• Provide administrative support to the Municipal Law Enforcement Section by:
• Answers enquiries via MLE inbox, phone que and in person from general public, property owners and occupants on various Municipal By-laws, investigations and enforcement process.
• Enter Action Requests from complaints received into the AMANDA database from the pubic, phone que, email and on-line complaint form and assign to Officers based on work assignments and Ward areas.
• Receive requests from Risk Management Claims Adjuster and complete property history searches on specific complaints, violations and enforcement efforts and respond back.
• Receive Freedom Of Information requests from City Clerk’s office, gather all information from Database, emails, staff notes and prepare package on property history.
• Prepare monthly spreadsheet on Fee For Service charges and Contractor costs that are issued to property owners and send to Taxation to be added to property taxes; ensuring to check tax roll numbers and using Vailtech database ensure correct property owner is listed and fees correctly applied.
• Prepare documents such as orders to comply, discharge orders and communication letters ensuring correct owner information for by-law violations and ensure appropriate timelines and appropriate signatures.
• Generate monthly Vacant Building Registry renewal notices. Process payments in Amanda database, update and mail out Vacant Building Certificates. Schedule and update quarterly inspections on the MLE Officer’s to-do-list.
• Support Proactive Property Standards Officer by entering Officer Enforcement Actions, generate and mail Orders.
• Develop and maintain Standard Operating Procedures for by-law clerk position.
• Perform general office tasks such as photocopying, filing documents, outgoing mail, ordering supplies etc.
• Liaising with staff to ensure requests/needs are met.
• Schedule and provide AMANDA training for new staff.
• Input, retrieve and update by-law enforcement database (AMANDA) to ensure appropriate and correct information including property owner and division response.
• Creating and maintaining office files and filing systems including paper files, computer databases and microfiche.
• Perform other duties as assigned which are directly related to the major responsibilities of the job.
• 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.

Qualifications

• Previous administrative experience in a customer service capacity, preferably with enforcement knowledge or similar operations experience. Experience in working in an enforcement environment would be considered an asset.
• Ability to deal with difficult or irate callers and those that provide inaccurate or incomplete information and to take and maintain a firm/correct stand when controversies arise. Superior telephone manners and good listening skills.
• Knowledge and understanding of computer applications including Microsoft office (Word, Excel, Outlook) at an Intermediate level and experience with database software. Knowledge of PeopleSoft H/R Financial and Amanda would be considered an asset.
• Demonstrated experience and skill to input and manipulate data accurately at an acceptable Intermediate speed. Able to create statistical reports and graphs by bringing information together from various sources.
• Excellent people skills with an emphasis on customer service. Ability to display demonstrated tact and professionalism in dealing with elected officials, customers, supervisors and peers.
• Previous experience interpreting, explaining and applying regulations, governing by-laws or policies to carry out assignments and apply them to specific situations.
• The ability to exercise discretion when dealing with confidential information.
• Effective verbal and written communication skills are essential.
• Ability to work effectively with others and to display and foster teamwork within the work unit.

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.