Clerk/ Secretary - Licensing & Enforcement in Kingston upon Thames

The Clerk/Secretary (Licensing & Enforcement) position supports various programs, services and leaders within the Licensing & Enforcement Services department. This role requires an organized and detail-oriented administrative professional with experience providing clerical and secretarial support in a regulated, customer-facing environment. The position will provide front-line customer service, support records management, financial processing and administrative operations while effectively managing competing priorities. We support residents, businesses, tradespeople, and charitable organizations through the licensing and permitting process. Our team issues licenses and permits, answers inquiries, and enforces regulations to ensure compliance and excellent customer service.

What you’ll do:

• Provide front‑line customer service at reception and through phone, digital systems and email, responding to inquiries and directing requests appropriately.
• Perform a wide range of clerical and secretarial duties, including data entry, document preparation, filing, and records management.
• Work at the front counter as required, process applications, permits, licenses, and payments, including cash handling and daily financial reconciliation.
• Maintain accurate electronic and manual filing systems to support efficient record retrieval and regulatory compliance.
• Prepare correspondence, reports, and official documents in support of departmental operations.
• Coordinate meetings, schedule appointments, prepare agendas, and record and distribute meeting minutes.
• Support financial administration, including invoice processing, cheque requisitions, expense tracking, and reconciliations.
• Monitor attendance records and assist with payroll processing, ensuring accuracy and adherence to procedures.
• Enter and update data in internal systems, including tracking requests and processing adjustments.
• Conduct basic research and compile information to support administrative and regulatory processes.
• Assist with preparation and organization of documents for committee, council, or compliance-related submissions.
• Perform other duties as assigned.

Qualifications:

• One year post‑secondary education in Office Administration or a related field.
• Two years of general office experience in a municipal or public setting, including one year of customer service.
• Experience or demonstrated knowledge of Licensing & Enforcement or related fields is a definite asset.
• Knowledge of basic accounting practices.
• Demonstrated corporate values of Belonging, Collaboration, Accountability, and Innovation.
• Extensive knowledge of Microsoft Office software such as Word, Excel and Outlook.
• Sound knowledge of SharePoint, DASH, City View, MPAC, Salesforce and POS Systems is an asset.
• Typing speed of at least 45 words per minute.
• Knowledge of municipal licensing, by‑law enforcement, and regulatory processes is an asset.
• Ability to read and administer by‑laws.
• Strong attention to detail and accuracy in records management, data entry, and document processing.
• Ability to work as a team player, self‑starter, and perform well in a busy office under high pressure and stressful conditions.
• Excellent interpersonal, organizational, and customer service skills; initiative, tact and public relations skills are required.
• Capacity to work with minimal supervision and be self‑motivated.
• Must obtain and maintain a satisfactory criminal reference check.

Benefits:

• OMERS defined pension plan.
• Employee wellness and assistance programs and resources.
• Ongoing training and education opportunities.
• Corporate perks such as discounted transit and fitness passes.
• Learning & development resources and networks.
• Relocation assistance and local resources.

Accommodation:

Accommodations are available at all stages of the recruitment and selection process to support a barrier‑free experience for all candidates in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodations, please let us know. For more information, you can contact us at hrcity@cityofkingston.ca.

Other Legal Statements:

Thank you to everyone who applies. While we value each application, only those advancing in the recruitment process will be contacted. All personal information will be handled in compliance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). The City of Kingston may utilize artificial intelligence (AI) assisted tools throughout the recruitment process. All final hiring decisions are made by qualified municipal staff.

Our Commitment:

The City of Kingston acknowledges that we are on the traditional homeland of the Anishinabek, Haudenosaunee, and the Huron‑Wendat, and thanks these nations for their care and stewardship over this shared land. Today, the City is committed to working with Indigenous peoples and all residents to pursue a united path of reconciliation. Learn more about the City's reconciliation initiatives.