Town of Kingsville Looking for Licensing Coordinator at Kingsville, Ontario, Canada Full Time

Reporting to the Deputy Clerk, the Licensing Coordinator is responsible for leading and coordinating the annual licensing programs for the Town, including Boarding, Lodging, and Rooming House Licensing By-law and the Short Term Rental Licensing By-law and assist the Town in reaching and maintaining maximum compliance. The Licensing Coordinator will be a self-sufficient person that is responsible for creating the program’s policies and procedures which may involve revisiting those policies as the program is developed, initiated and ongoing. The Coordinator will also lead in the creation of materials, review applications, coordinating inspections and reviews with internal departments (an external agencies, if applicable), working with applicants to solicit complete applications and remedy any outstanding issues, and preparing licences.

Responsibilities

• Responsible for overseeing all licensing for the Town
• Manage the Town’s licenses, including Boarding, Lodging, and Rooming House Licensing By-law and the Short Term Rental Licensing By-law
• Strong personal work ethic to be able to work independently with minimal day-to-day direction from Management
• Create licensing programs and recommend policies and procedures to Management
• Assist in the creation of supplementary policies and standard operating procedures in the Clerks department
• Coordinate and lead public education sessions/open houses on Town-specific licensing programs
• Lead the creation and update of the Clerk Services website pages including the creation of fillable forms using Form Builder and creating accessible documents for the Town’s website
• Lead the creation of automated business processes for Clerks Services, specifically related to the Town’s licensing programs.
• Lead the receipt, processing and circulation of applications.
• Communicate with applicants respecting the requirements of the Boarding, Rooming and Lodging Licensing By-law (and the Short Term Rental Licensing By-law) and prepare and lead the preparation of educational materials for the same purpose
• Coordinate follow-up with applicants on any outstanding documentation/incomplete applications
• Lead the review of supplementary documentation forming part of any licence application for accuracy and validity
• Create procedures and requirements to determine internal reviews and/or inspections required
• Coordinate inspections and reviews between departments (Fire Services, Building and By-law Enforcement, and Planning and Development) and the applicant(s)
• Communicate and collaborate with external agencies, when applicable (Windsor-Essex County Health Unit)
• Provide procedures and next steps for those applicants that are not compliant
• Prepare licenses and determine through consultation with the Deputy Clerk any conditions to be imposed on a licence
• Liaise with the applicant(s) to review the licence and any applicable conditions
• Lead the response to all inquiries relating to the Boarding, Lodging, and Rooming House Licensing Program and Short Term Rental Licensing Program and prepare and lead the preparation of educational materials for the same purpose
• Run monthly reports and lead the preparation of renewal letters for all licence types
• Lead regular licensing working group meetings with various departments including Building Services and By-law Enforcement, Fire Rescue Services, and Planning and Development to facilitate maximum compliance and to prepare for licence renewal periods. Work with departments on action plans for those applicants that non-compliant
• Present all updates and findings of the Kingsville’s Boarding, Lodging, and Rooming House Licensing By-Law and the Short Term Rental Licensing By-Law to Council and Senior Management Team
• Act as Issuer of Licences in the absence of the Clerk and Deputy Clerk.

General Duties:

• Assist (when required) in preparing Council and/or Committee of the Whole agendas and attend to record minutes, including handling confidential material and preparing Closed Session agendas
• Provide backup support to the Deputy Clerk
• Other duties as assigned

Qualifications

• Must have three to five years of relevant experience, preferably in a municipal office environment.
• Must have a minimum of a two-year college diploma in Business Administration or Public Administration.
• Demonstrate ability to create and implement new policies and procedures
• Ability to write reports for Council, Committee of the Whole, and the Committee of Adjustment and Appeals
• Demonstrated interpersonal skills and political acumen for dealing with the public, staff, elected officials, external groups and agencies.
• Demonstrated skills to be a project manager; lead a group to complete a complex, multi-tiered project or assignment to a successful result
• Completion of the Association of Municipal Clerks and Treasurers of Ontario, Municipal Administration Program is an asset
• Thorough knowledge of administrative, customer service, and public environments
• Must have the ability to interpret, understand and apply various pieces of legislation, regulations, by-laws, policies and procedures.
• Demonstrated organizational ability.
• Demonstrated ability to maintain strict confidentiality
• Excellent verbal and written communication skills.
• Knowledge is preferred but not required in using specialized software packages including Stone Orchard, Laserfiche, GIS Mapping system, CityWorks and iCreate website
• Excellent computer skills. Knowledge in Microsoft 365 software is an asset
• Need to be able to multi-task and keep all open issues organized.

WORKING CONDITIONS

• Work is typically performed in both standard offices, work at home, and outdoor environments with the potential exposure to adverse weather conditions.
• Work is typically performed in a 40 hour week and ability to undertake a flexible working hours to accommodate evening meetings

WAGE RATE

$56,355.65 – $70,444.56 (Salary Band 3), Benefits, Non-Union position.

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