Permit Clerk

Position Summary

The Permit Clerk serves as the primary point of contact for permit and development-related inquiries within the Planning Department. This position is responsible for the intake, tracking, processing, and coordination of planning and development permit applications while providing exceptional customer service to applicants, developers, consultants, and the public.

Acting as a liaison between Applicants and Development Officers, the Permit Clerk ensures applications are complete and accurate in accordance with municipal bylaws, policies, and applicable legislation. The position supports the Manager, Planning and the Planning Team by providing administrative, operational, and customer service assistance to facilitate efficient permit processing and departmental operations.

This role requires strong interpersonal skills, attention to detail, sound judgment, and the ability to work collaboratively in a fast-paced, customer-focused environment.

Duties and Responsibilities

Permit Intake and Administration

• Receive, review, and input (when needed) planning and development permit applications and associated documentation.
• Conduct preliminary reviews of applications for completeness and accuracy.
• Maintain permit tracking systems, records, databases, and filing systems.
• Processes the fees of applicable permit applications.
• Coordinate application circulation and distribution to internal departments and external agencies as required by the Planning Team.
• Monitor application timelines and assist in ensuring regulatory and service standards are met.
• Prepare correspondence, notices, reports, and other permit-related documentation.
• Collect and process application fees and maintain accurate financial records as required.

Customer Service and Public Relations

• Serve as the first point of contact for permit applicants, developers, contractors, consultants, and the public.
• Provide information regarding planning processes, application requirements, municipal bylaws, and regulations.
• Respond to inquiries in person, by telephone, and through electronic communication in a professional and courteous manner.
• Guide applicants through permit submission requirements and processes.
• Facilitate communication between applicants and Development Officers throughout the application process.

Planning Department Support

• Provide administrative and operational support to the Manager, Planning and Planning staff.
• Assist with preparation of agendas, meeting materials, reports, presentations, and correspondence.
• Supports the Departments in completing site inspections and obtaining site imagery.
• Preliminary drafts reports and letters as requested by the Planning Team.
• Support public engagement initiatives, public referrals, circulations and departmental projects as required.
• Contribute to the continuous improvement of processes and customer service delivery.

Legislative and Regulatory Compliance

• Maintain an understanding of applicable municipal bylaws, land use regulations, policies, provincial legislation, and development approval processes as they pertain to the department established processes.
• Monitor permit intake procedures to ensure compliance with municipal requirements and legislative standards.
• Identify incomplete applications and communicate deficiencies to applicants.
• Supports the ongoing writing and review of departmental procedures.

Other Responsibilities

• Performs other related duties as assigned.

Qualifications

Education & Experience

• A two-year post secondary diploma in Public Administration, Business Administration, Planning, Local Government Administration, or a related field from a recognized institution is required.
• Completion of any classes in the Applied Land Use Planning Certificate or similar is considered an asset.
• Minimum of four (4) years of administrative or customer service experience, preferably within a municipal, planning, development, or regulatory environment.
• Experience working with permit management software and municipal records systems is considered an asset.
• Knowledge of municipal planning and development processes is an asset.
• Familiarity with municipal bylaws, land use regulations, and development approval procedures.
• Strong customer service and conflict-resolution skills.
• Excellent verbal and written communication abilities.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to interpret policies, procedures, and regulations and communicate them clearly to the public.
• Proficiency with Microsoft Office applications and computerized record management systems.
• Ability to establish and maintain positive working relationships with coworkers, applicants, consultants, external agencies, and the public.
• Excellent written and verbal communication skills, including the ability to prepare clear reports.
• Strong customer service skills with the ability to provide professional, respectful, and timely support to the public, internal departments, and external partners.
• Effective interpersonal skills.
• High degree of professionalism, ethics, discretion, and confidentiality in all interactions.
• Self-directed and capable of working independently with minimal supervision.
• Proven ability to prioritize, adapt to changing demands, and meet deadlines in a fast-paced environment.
• Demonstrated capacity to manage multiple tasks while maintaining accuracy and professionalism.
• Valid Class 5 Driver's Licence (Alberta or Saskatchewan) with an acceptable driver's abstract; may be required to operate a personal or municipal vehicle for business purposes.

Pre-Employment Requirements

• Satisfactory Criminal Record Check.
• Successful applicant must provide proof of qualifications.
• Applications with international education will be required to include an Academic Assessment from the appropriate governing body.

Working Conditions

The position is mostly office based with site/field inspections as needed.

Compensation: In Scope Band 4 (Subject to CUPE 1015 Agreement)

Closing Date: October 19, 2026