Coordinator, Building Policy

Position Type:

Closing Date:

Salary/Wage Range:

Working for the City of Burlington

A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.

We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.

Type of Vacancy

Existing Vacancy

Hours of Work

35 hours per week

Department

Building

Location

This position is eligible for a hybrid work model. When attending an event or meeting in person, your primary office location will be based out of Burlington City Hall. Work location is subject to change at the discretion of the City due to operational demands. Effective September 2027, this role will be required to be on site 50% of the time each month.

Position Overview

Reporting to the Supervisor, Building Policy, this position is responsible for providing records and information management, policy administration, information governance, and administrative support services to the Policy Section. Maintains and provides corporate and departmental records and information management services to internal/external customers, and governing and law enforcement agencies. Responds to requests for records and information received from other departments, and the public through Freedom of Information (FOI) and routine disclosure requests. Supports other department service areas by conducting records searches and retrieval for litigation and prosecution matters, processing payment-related functions, and performing other operational and administrative tasks as needed.

Responsibilities

• Provide administrative support, including scheduling meetings, preparing agendas and minutes, editing documents, preparing correspondence and reports, and maintaining centralized corporate and departmental records.
• Prepare, maintain and distribute departmental reports and statistical data to the public related to construction activity, permit revenues, permit issuance listings, Statistics Canada and Tarion reporting, and any other regulatory or corporate reporting obligations.
• Administer the intake and issuance of property information requests related to permit activity.
• Maintain department-wide assets and membership inventories.
• Complete financial administration functions including processing supplier invoices, reconciling assigned corporate P-card purchases, monitoring department’s Staples account, coordinating the procurement of office supply orders, and collecting, processing and recording payments related to routine disclosure requests.
• Assist city staff in obtaining technical drawings, reports, responsive records, and other related information for Freedom of Information (FOI) and Canada Revenue Agency (CRA) requests received through Legislative Services. Ensure records are accessible and available as required.
• Provide customer service to the public by administering Routine Disclosure requests for  building permit documents.
• Retrieve, compile and distribute building permit records and related information for external governing and law enforcement agencies, including Municipal Property Assessment Corporation (MPAC) Halton Region, Halton Police Services, and Home Construction Regulatory Authority (HCRA), Professional Engineers Ontario (PEO), Ontario Association of Architects (OAA), Halton Conservation Authority (HCA), Niagara Escarpment Commission (NEC), Tarion, and other authorized agencies in accordance with legislative and corporate requirements.
• Obtain, compile, and organize technical drawings, reports and supporting documentation required for department legal investigations and litigation matters, and prepare records for management review, as requested.
• Assist Permit and Inspection service areas with records retrieval to support workflow processes and the preparation of prosecution briefs.
• Provide information and customer service support by responding to and coordinating requests related to building permit records, city services, and Building Department services/processes through telephone, email, and public service channels. Ensure timely, accurate, and professional service, and triage issues to management when necessary.
• Provide department-wide expertise, standardization, coordination, and guidance in records management, policy administration, and information governance, while promoting compliance with legislative, regulatory, corporate requirements, and leading practices.
• Assist with the development, implementation, maintenance, and administration of departmental policies, procedures, forms, standards, and governance documents, including maintaining the department’s policy library, document control and version history, and communication of approved documents.
• Duties and responsibilities are inclusive but not limited to the above.

Requirements

You have a College Diploma in Architectural/ Engineering Technology, Business Administration, or related field. You have over two (2) years of general experience in office environments, including organizational, communication, public relation skills and information management and research. Knowledge of computer applications required, with AMANDA experience preferred.

This position may require occasional travel between sites and/or City facilities and must provide own transportation.

Accommodations

In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at: [email protected] if you require accommodation to ensure your equal participation in the recruitment and selection process.

Note to Applicants:

We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted.