Permit Intake Clerk

About the role

The Permit Intake Clerk supports the Business Operations Section of the City of Hamilton by handling front‑counter interactions, processing building permit applications, and providing timely information to the public and internal staff. This position is essential for ensuring permits move efficiently through the system while delivering high‑quality customer service.

Key responsibilities

• Prepare, type, proofread and file a variety of documents, reports, correspondence and legal forms.
• Receive, enter and process building permit applications, verify completeness and compliance with legislation, and issue permits or refusals.
• Answer public inquiries in person, by phone, email and virtual platforms, providing status updates and troubleshooting online system navigation.
• Input revenue on POS terminals, issue receipts, and forward fee information to accounting.
• Maintain office filing systems, manage mail, schedule meetings, take minutes and process invoices.
• Provide backup support to the Building Engineering Support Assistant as needed.

Required profile

• Previous business office experience with a combination of education and administrative work.
• Strong computer proficiency, especially intermediate knowledge of Microsoft Word, Excel and Outlook.
• Experience entering and manipulating data quickly and accurately.
• Customer‑service orientation with ability to respond promptly to requests.
• Organizational skills and ability to meet defined timeframes.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Point‑of‑Sale (POS) terminal operation
• Laserfiche document management system
• Building Permit Tracking Systems (POSSE) or similar online permit platforms