Job Description

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 #32208: Ontario Works/Tax Return Clerk
• Union: CUPE Local 5167
• Job Description ID #: A15948
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on September 16, 2026.
• Vacancy type: This posting is for an existing vacancy
• 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.

SUMMARY OF DUTIES

Reporting to an Ontario Works Supervisor, the Ontario Works / Tax Returns Clerk provides a range of administrative and clerical duties to support the operations of the Ontario Works Division, including administrative support related to client income tax filing supports, as required. The Ontario Works / Tax Clerk works with a minimum of supervision on multiple activities while ensuring deadlines are adhered to and established procedures followed.

GENERAL DUTIES

Performs office administration functions that include scheduling/arranging meetings, appointments and attending meetings to transcribe minutes. Creates and word processes a variety of forms, statements, legal documents (Court Orders and Directions etc), reports, proposals, pamphlets, PowerPoint presentations and other types of correspondence.

Sorts and processes mail, maintains office filing system for confidential client files, records, correspondence and forms.

Responds to enquiries in person, on the phone and through email. Acts as a public relations liaison with the general public, participants, staff and community agencies/organizations. Flags cases that require worker review; ensures referral is made in a timely manner.

Schedules recipients of Ontario Works to assist with completion of forms, legal documents ie. Assignment/Directions, Declaration of Arrears. Retrieves online application files for social assistance from applicants.

Schedules and meets with applicants/participants to assist with gathering appropriate records and documentation required to support personal income tax filing.

Reviews tax documents and other client records for completeness and accuracy to support the completion of personal income tax returns.

Accurately inputs client information into tax preparation software and/or related systems.

Maintains and ensures privacy and confidentiality of client tax, financial and personal information.

Assists with issuance of bus tickets to applicants/participants according to established procedures and criteria, as required.

Updates and maintains distribution lists such as City of Hamilton agency contacts.

Processes incoming and outgoing communications (verbal, written, electronic) by prioritizing and referring to the appropriate person in an efficient and timely manner.

Creates and maintains records such as attendance and vacation for Divisional staff;

Creates, establishes and maintains a tracking and monitoring system for reports, data, contracts, log of assignments/directions/cancellations.

Ensures timely processing of Assignments and Cancellations, cheque requisitions, expense claims and reviews of same for accuracy of descriptions and other variables e.g. account numbers, availability of funds to ensure procurement policies are followed.

Performs cash handling duties including accepting payments while issuing receipts, petty cash and issues payments to vendors. Makes bank deposits.

Performs data entry functions and tracks incoming and outgoing files using various computerized tracking and enquiry systems; generates computer printouts.

Reviews and investigates problems with Direct Banking Deposit transactions; liaises with financial institution. Re-issues cheques for all Direct Bank Deposit rejects, forwards letter to participant for correct Direct Bank Deposit account information.

Processes stop payment, cancels cheques, generates computer replacement cheques/post manual cheques. Notifies financial institution of stop payment of cheques within pre-determined timelines.

Maintains input logs for manual cheques, prints and receives reports daily. Reconciles daily payments, records and maintains cheque inventory for ordering. Maintains security of all cheques and equipment related to cheque production.

Reconciles and monitors recoveries from various Programs by reviewing PeopleSoft and follows up with staff/Management for any discrepancies. Prepares data for monthly submission to recover program monies from Ministry. Receives, records and inputs cheques received and reconciles in PeopleSoft.

Reviews purchases made to ensure accuracy in transaction listings. Under the direction of Supervisor/Manager, investigates discrepancies and submits journal vouchers. Calculates and monitors outstanding arrears owing to the City of Hamilton as required.

Populates/searches information in provincial computer databases (e.g. SAMS, MTO, CRA, MECA, SALIS, FCMS, FRO, MAVIS etc) scheduling tool, Outlook and Excel on computer system.

Orders supplies and tracks inventory.

Collects and compiles data/statistics reports; analyzes and interprets data; formulates conclusions with reports of statistics and graphs as required.

Liaises with facilities, issues and follows up on work orders.

Provides back up to other clerks within the Division.

Assists in the training and development of new clerical staff and placement students.

Works 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.

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

QUALIFICATIONS

1. Demonstrated business office management and/or strong business office administrative skills acquired through relevant experience or a combination of administrative courses and relevant work experience.
2. Previous experience gathering necessary information and documentation to facilitate the completion of personal income tax returns would be an asset.
3. Experience with commonly used electronic tax filing software, such as UFILE, QuickBooks, or submission by phone using SimpleFile, would be an asset.
4. Ability to excel in a fast-paced work environment with ability to adapt to changing priorities and situations.
5. Demonstrated excellent communication, analytical and problem-solving skills.
6. Advanced keyboarding and data entry skills with ability to apply specialized technology and software e.g. Archibus, CESBAM, SAMS.
7. Ability to prioritize and organize multiple tasks with a variety of deadlines.
8. Highly developed customer service skills and interpersonal skills with proven ability to assist people in difficult situations. Demonstrated ability to deal with difficult callers and display tact and professionalism when conversing with clients, supervisors and peers.
9. Excellent team work skills with the ability to work with teams effectively on site as well as offsite locations.
10. Proficient with intermediate experience in the use of Microsoft Office Suite products to include: Outlook, Word, PowerPoint and Excel. Demonstrated ability to input data at an intermediate level with a high degree of accuracy. Working knowledge of database software (experience with SAMS or other scheduling software) would be an asset.
11. Previous Accounting/Finance experience an asset.
12. Proficiency in French language would be an asset.

NOTE: As a condition of employment, the successful applicant(s) will be required to obtain, at their own expense, a Criminal Record & Judicial Matter (CRJM) Check, satisfactory to the City of Hamilton, prior to beginning work in this position.

Salary: Grade F

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.