Job ID #31936: By-Law Clerk

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #31936: By-Law Clerk


• Union: CUPE Local 5167


• Job Description ID #: 2712


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on May 13, 2026.


• This is a periodic posting for all current and upcoming permanent and temporary full-time vacancies for the period of May 7, 2026 - November 7, 2026.


• Vacancy type: This posting will be used to fill current vacancies, as well as any further vacancies which arise during the period noted above


• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

BYLAW CLERK - CUPE 5167

SUMMARY OF DUTIES

Reporting to the Manager, Municipal Law Enforcement, Licensing and Bylaw Services, provides clerical and administrative support to Licensing and By-Law Services (LBS), including Municipal Law Enforcement (MLE), Rental Compliance and Licensing Sections in the enforcement of municipal by-laws.

GENERAL DUTIES

Provide administrative support to the Sections by:

Answers enquiries via divisional email inboxes D365, phone queue and in person from general public, property owners and occupants, internal departments and external agencies on Municipal By-laws, investigations and enforcement process

Receive and enter new Safe Apartment by-law building registrations which includes is but not limited to, creating and updating officer files, assigning registration number and invoicing

Enter Service Requests into a database from the phone queue, email and on-line complaint form and assign to Officers based on work assignments, currently Cityflow.

Receive requests from Risk Management Claims Adjuster and complete property history searches on specific complaints, violations and enforcement efforts and respond.

Receive Freedom Of Information requests from City Clerk’s office, gather all information from Database, emails, staff notes and prepare package on property history and respond.

Prepare monthly spreadsheet on Fee For Inspection fees, Administrative and Contractor costs that are issued to property owners and forward to Taxation Department to be added to property taxes; ensuring to check tax roll numbers and using the City’s tax database to ensure correct property owner is listed and fees correctly applied.

Prepare documents such as Orders to Comply, Register/Discharge Orders on Title, Contractor Award letters, and communication letters ensuring accurate property owner information for by-law violations, appropriate timelines and signatures.

Generate Vacant Building Registry renewal notices.  Process payments in a database, update and mail Vacant Building Registration Certificates. 

Support Licensing and By-Law Services Officers by entering proactive Officer enforcement actions, generate and mail documents by registered mail.

Develop and maintain Standard Operating Procedures for by-law clerk position.

Perform general office tasks such as updating document templates, photocopying, scanning, filing documents, outgoing mail, ordering supplies etc.

Liaising with staff to ensure requests are addressed promptly.

Schedule and provide training overview for new staff on functions of By-law clerks as they relate to Officer’s administrative duties. Assist in training new by-clerks.

Input, retrieve and update by-law enforcement database to ensure accuracy in data entry.

Creating and maintaining office files and filing systems including paper files, and electronic databases.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

 QUALIFICATIONS

1. Previous administrative experience in a customer service capacity, preferably with enforcement knowledge or similar operations experience. Experience in working in an enforcement environment would be considered an asset.


2. Ability to manage difficult or irate callers and ability to gather complete information. To represent the City of Hamilton professionally when controversies arise.  Superior communication and good listening skills are expected.


3. Knowledge and understanding of computer applications including Microsoft office (Word, Excel, Outlook) at an Intermediate level and experience with database software.  Knowledge of municipal databases (Microsoft Teams, Cityflow, Amanda, Hansen) would be considered an asset.


4. Demonstrated experience and skill to input and manipulate data accurately at an acceptable Intermediate speed.  Able to create statistical reports including graphs by bringing information together from multiple sources. 


5. Excellent people skills with an emphasis on sensational customer service.  Ability to display demonstrated tact and professionalism in communicating with elected officials, internal departments and external parties, residents, supervisors, and peers, etc.


6. Previous experience interpreting, educating, and applying regulations, governing by-laws or policies to carry out assignments.  


7. Demonstrates sound judgement and safeguards sensitive information with a high degree of discretion and professionalism when managing confidential information.


8. Delivers clear, concise, and impactful communication through both verbal and written channels, ensuring effective information exchange across diverse audiences.


9. Ability to work effectively with others and to display and foster teamwork within the work unit.

HOURS: 35 per week

SALARY: Salary Grade G

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

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Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.