Licensing Administration Clerk Full-time Job

Job Summary

The Licensing Administration Clerk reports to the Supervisor, Administrative Services and will possess strong customer service, excellent interpersonal, written and verbal communication skills to effectively work with the general public, stakeholders, elected officials and staff at all levels. Provide front-line counter service, processing applications, handle inquiries and complaints and ensure administrative provisions of licensing by-laws, schedules and policies are met. Detail oriented to ensure accuracy is essential while working with multiple programs and changing priorities in a high volume environment.

Duties and Responsibilities

Reporting to the Supervisor, Administrative Services, the successful candidate will work Monday to Friday 8:30 a.m. to 4:30 p.m. in the Compliance & Licensing Enforcement:

• Process applications and fee payments for licences/permits/exemptions in accordance with corporate policies and standard operating procedures, Monitor and maintain licensing and permit records through continuous follow-up to completion;
• Ensure administrative provisions of licensing bylaws, schedules and policies are met;
• Communicate directly with customers through all means of communication including in person, email, letters, phone and effectively handle inquiries and complaints;
• Monitor generic Outlook mailboxes and respond to emails
• Process service requests using INFOR ensuring data integrity in the system;
• Ensure tracking and follow-up of requests are maintained and deadlines are met
• Perform daily balancing and reconciling processes and weekly revenue reporting
• Process invoices following Corporate policies and procedures
• Create and maintain files along with supporting documents, ensuring confidentiality and in
• accordance with corporate record standards and retention policies
• Adhere to administrative processes with an eye on continuous improvement;
• Other duties as assigned

Skills and Qualifications

• Secondary School education and a Diploma in office administration preferred with a minimum of 3 years experience in an administrative clerk role or equivalent related experience and education;
• Proficiency in Word, Excel, Outlook, SAP, SharePoint is required; experience with Amanda, MAX,  Infor and OmniRim would be an asset;
• Strong customer service, excellent interpersonal, written and verbal communication skills required, including the ability to work effectively, liaise and exchange information with alllevels of staff, elected officials, government agencies and the public;
• Front-line counter service experience and processing fee payment transactions is required;
• Accuracy and attention to detail is essential to process information and complete varied tasks;
• Ability to quickly decipher customer needs and exercise sound judgment when resolving issues;
• Team oriented with the ability to work on own initiative;
• General knowledge of by-laws would be an asset;
• Knowledge and experience in processing invoices an asset;
• Handle and prioritize incoming and outgoing mail;
• Operates various office equipment and use of a variety of computer applications, programs and software simultaneously 
• Excellent organization and time management skills with the ability to plan and organize work, in a high volume environment with competing priorities that are time sensitive;
• Must be resourceful, flexible, adaptable, resilient and self-motivated