Permit Clerk

**Key Major Responsibilities**

**Duties include but not limited to**:
**Administration**
- Maintains the departmental database that tracks and documents all building permit related activity.
- Prepares building activity reports and statistics for distribution to other departments, the Chief Administrative Officer, Council, its Committees, and agencies.
- Prepares approved permits and receipts after they have been signed off and issued by the Chief Building Official (or other corporate officer).
- Responsible for material, equipment and data that is required to operate the Planning and Development Services Department office and its related services.
- Verifies all applicable approvals from other levels of government and authorities are identified and received prior to permit being issued.
- Prepare and send building activity reports as required by external agencies including Statistics Canada, MPAC, Tarion, etc.
- Receives and coordinates request for inspections and maintains building official’s schedules, taking in to consideration Building Official schedules and timelines, and ensuring past inspections have been completed.
- Administrative support to Building Officials throughout permit process.
- Designated Web Site Coordinator for the Building Division of the Planning and Development Department. Compiles, organizes, and maintains relevant information on the web site and ensures it is kept current, as approved by Department Supervisor or Chief Building Official.
- Provides orientation and guidance to administrative support, seasonal and part time staff.
- Update departmental database and tracking system as required including updating fees, updating processes, closing permits as applicable.
- Completes Fire Permits including accepting payment and issuing receipts.
- Assists building officials by providing background information and pertinent records.
- Write Council and Compliance reports and assign to Building Officials for review, if applicable.
- Prepare and send registered mail for Building Officials.
- Coordinate requests for municipal civic emergency addressing signs and makes appropriate orders on a regular basis to the County.
- Provides general administrative support services for the Chief Building Official and Inspection Staff.
- Provides administrative support to the municipalities’ public committees, such as Heritage Centre Wellington and the Committee of Adjustment, when required.
- Contributes to efforts for ensuring that the Building Department is prepared to deal with amendments to, and administrative impact from the Ontario Building Code (Bill 124). Assists the Chief Building Official in the preparation of Quality Management Plans that set a standard of quality that satisfies industry and government expectations.
- Prepares departmental vouchers for submission to other departments.
- Performs other related duties that are assigned and/or required by the Chief Building Official.

**Financial Responsibility**
- Responsible for verification and collection of all permit fees, securities and deposits related to the building permit process and other municipal permits administered by the department ($3,000,000-$4,000,000 annually).
- Responsible for verification and collection of Planning Security and Damage deposit fees as required by Site Plan Agreements.
- Provides the refunding of fees, securities and deposits paid and prepares payment vouchers or cheque requisitions for the Finance Department ($400,000-$500,000 annually).
- Responsible for effective risk management, liability control and due diligence.
- Ensure Development Charge calculations are accurate and correct, taking into account exemptions and credits.
- Makes regular fund transfers to the Treasury Department.
- Prepares monthly balances and reconciles fees that have been collected and deposited.
- Coordinate, track and administer the collection, status tracking and release of 750+ individual grading deposits for developments in new subdivisions, ensuring deposits are not released until approved by multiple authorities.
- Coordinate, track and administer the collection, status tracking and release of Tarion Deposits for new homes.
- Coordinate, track and administer the collection, status tracking and release of Planning Security Deposits as required by Site Plan Agreements.
- Plumbers and Drain Layers Licensing fee intake.
- Liquor License fee intake.
- Maintains accounts receivable records.
- Receive permit fees, deposits, development charges - cash, cheque, debit.
- Ensure all fees, deposits, and development charges have been paid before issuing permits.
- Collects County and School Board share of development charges.
- Issue receipts with correct totals and information for both internal and external use.
- Compile bi-weekly deposits with information from all financial transactions; ensures totals balance for each payment method including cash.

**Customer Service**
- Offers guidance and information to applicants on non-inter