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Full-Time, Building and Planning Assistant Position Available

Due to a pending retirement, the Municipality of Highlands East is currently seeking candidates for the position of Full-Time, Building and Planning Assistant in the Building Department.

Reporting to the Chief Building Official, the successful candidate shall provide administrative and clerical support to the Building Department, by assisting with various administrative duties to ensure effective and efficient operations.

Job Details

This position is for 35 hours per week, Monday to Friday and has a $29.02 per hour rate of pay as per CUPE Local 4416 Collective Agreement.

To apply you must possess:

  • Completion of secondary education with up to one (1) year of vocational training or equivalent.
  • Valid Class G Driver's License.
  • One (1) year progressive experience as clerical/administrative support within a Municipal Building and Planning department or equivalent.
  • Proficiency in computer applications (including but not limited to Microsoft Office Suite, Outlook and Municipal-specific software programs).
  • General understanding of the Ontario Building Code Act and other applicable legislation including municipal Official Plans and Comprehensive Zoning By-laws.
  • Excellent organizational and record-keeping skills with keen attention to detail.
  • Ability to communicate accurately and effectively both orally and in writing.
  • Highly motivated to work both independently and in a team environment, with minimal supervision.
  • Establish and maintain respectful and effective working relationships with others.
  • Ability to maintain confidentiality where mandated or required.

Job Description

Primary Function

Provides administrative assistance to the Building Department.

Responsibilities
  • Performs receptionist duties for the Building and By-Law department, receives building applications, determines and accepts fees, prepares correspondence and undertakes specific research relating to review of applications
  • Receive, prepare and set up permit files. Determine and collect applicable application fee. Contact property owners and agents to arrange for permit pick up, delivery and payment. Scan all related documents into file and shared directory.
  • Contact By-law officer for all demolition applications to request property site visit. Ensure demo report received before permit is issued.
  • Maintains files and records for the Department.
  • Prepare and maintain spreadsheets for building and septic permits.
  • Prepare and maintain Building Department Calendar.
  • Prepares building compliance letters to external agencies regarding property sales, zoning and building permits, etc.
  • Prepares weekly summary financial sheet for Building and General Office.
  • Prepares monthly building reports for Statistics Canada, MPAC and Council.
  • Research building applications, by-laws, zoning and other information as required.
  • Answers general public questions regarding buildingOrder and maintain adequate office supplies and forms.
  • May perform other duties as assigned.

Skills
  • General understanding of provincial legislation, regulations and policies as they affect buildings, property and municipal by-law enforcement.
  • General understanding of the Ontario Building Code Act and other applicable legislation.
  • General understanding of planning issues and municipal Official Plan and Zoning By-laws.
  • General Legal/Process Qualification.
  • Proficiency in computer applications (including but not limited to Word, Excel, Outlook, and Municipal-specific accounting programs (preference Dynamics GP: Diamond).
  • Excellent record keeping skills.
  • Excellent oral and written communications skills.
  • Knowledge of and skill base in clerical functions is required.
  • Ability to maintain confidentiality where mandated or required.
  • Establish and maintain respectful and effective working relationships with others.
  • Ability to maintain attention to detail.

Education

  • Completion of secondary education with up to one (1) year of vocational training or equivalent.

Experience

  • One (1) year progressive experience as clerical/administrative support within a Municipal Building and Planning department or equivalent.

Working Conditions
  • Required to adhere to legislated timelines.
  • May have to deal with and defuse disgruntled rate payers.
  • Required to multi task and prioritize.
  • Frequent periods of long duration required for use computers and technology.
  • Normal working hours are 35 hours per week. Occasional overtime may be required.

How to Apply

If you are interested in joining our dedicated team of municipal professionals, applications clearly marked "Application – Full-Time, Building and Planning Assistant" may be submitted on or before 12:00 p.m. on Monday, May 11, 2026 via mail, in person, fax or email. Interested applicants may submit their resume, in confidence to:

Tracy Vader, HR/Payroll Coordinator
Municipality of Highlands East
P.O. Box 295, 2249 Loop Road
Wilberforce, ON K0L 3C0
Fax: 705-448-2532
E-Mail: humanresources@highlandseast.ca

We thank all applicants for their interest but only those selected for an interview will be contacted.

The Municipality of Highlands East is an equal opportunity employer. Applicants requiring accommodation are asked to contact the HR/Payroll Coordinator.

Applicant information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment with the Municipality of Highlands East. Questions about this collection should be directed to Tracy Vader, HR/Payroll Coordinator.