Job Description

• Job ID: 62652
• Job Category: Administrative
• Division & Section: City Clerk's, City Clerk's Secretariat
• Work Location: City Hall, 100 Queen St W, Toronto, ON M5H 2N2
• Job Type & Duration: 1 Full-Time, Permanent Vacancy

• Salary Range:$73,495.00 - $96,567.00

  Hiring Zone: $80,779.00 - $87,582.00

• Shift Information: Monday to Friday, 35 Hours per Week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 27-Mar-2026 to 13-Apr-2026

Reporting to the Registrar Secretariat, the Operations Support Officer will co-ordinate the overall operational support activities, processes and functions as determined by the Planning Act and the Ontario Heritage Act, directed to the municipal City Clerk.

Major Responsibilities:

• Implements detailed plans and manages legislation/procedural changes regarding specific statutory requirements of the Planning Act and the Heritage Act.
• Conducts research into assigned areas, including working with confidential information related to appeals to the Province or Ministry of Municipal Affairs and producing related statistics and process evaluation documents, ensuring that such research considers developments within the field, process, legislation and initiatives by other levels of government and neighbouring municipalities.
• Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Coordinates and conducts the duties of the City Clerk as set out in the Planning Act and the Ontario Heritage Act in accordance with statutory requirements and Council direction.
• Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Provides support on recommendations to senior divisional management with regard to service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.
• Prepares strategies, work plans, project documents, training materials and presentations.
• Liaises with other City officials, members of the public, other governmental bodies including the Ontario Land Tribunal and the Ontario Heritage Trust, law firms, and internal/external parties to clarify processes and respond to inquiries.
• Coordinates technical and educational training and professional development requirements to staff.
• Provides technical support relating to system operations of the division as required such as providing assistance regarding processes and/or navigating systems.
• Develops and maintains templates for data collection, divisional forms and provides subject matter expertise in assigned areas, including monitoring and research about developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Coordinates the reconciling of invoices to ensure expenditures are correctly documented and recovered, reviews system of internal control and performs internal audits.
• Assists with the development of a comprehensive business plan for the division including revenue projection and new venture opportunities, forecasting and allocation of resources.
• Leads and/or participates in user acceptance testing of new or enhanced systems.
• Supports system applications, evaluates and monitors data.
• Ensures timely and effective production of notices, appeals, creation and maintenance of accurate records.
• Provides information and maintains a monitoring system for issue tracking such as labour relations, employee engagement initiatives, staff development and outcomes, and confidential data collection for People with Disabilities.
• Ensures compliance and effectively communicates changes in policies and procedures within the unit and Division.
• Recommends, implements and practices security, privacy and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs.
• Acts as a Supervisor under the definitions of the Occupational Health and Safety Act, and ensures that adequate training, safety equipment and safe work procedures are in place in order to develop a strong culture of Health and Safety and minimize any Health and Safety issues.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a discipline pertinent to the job function (i.e. Planning, Public Administration, or Law) and/or equivalent combination of education and experience.
2. Considerable experience with municipal by-laws and Provincial legislation including the Planning Act and the Ontario Heritage Act, and their regulations, and the rules of practice and procedure of the Ontario Land Tribunal.
3. Experience providing advice, recommendations, guidance and support on policies, legislation and/or business procedures and processes, to senior officials, executives and stakeholders.
4. Experience with leading and coordinating teams, including directing, training, and supervising staff.
5. Experience in creating, organizing and maintaining records at all orders of government or other organizations including reviewing, compiling, analyzing, synthesizing and reporting.
6. Experience using databases, geo-spatial software (i.e. IBMS, NMIS, TPS, etc.), TMMIS and document creation software such as Microsoft Word, Excel, and Adobe to prepare documents in accordance with legislatively prescribed requirements.
7. Ability to coordinate and manage workloads, deal with conflicting demands, and concentrate on work requirements under frequent pressure situations in order to consistently meet competing deadlines.
8. Ability to effectively communicate with elected and appointed officials, the public and the media, with a sound understanding of the City's administrative and governance structure and processes.
9. Excellent problem-solving skills including the ability to effectively interpret and communicate municipal by-laws and provincial legislation; and the ability to quickly identify and apply the correct provisions to resolve issues quickly and accurately.
10. Ability to exercise independent judgment and discretion in dealing with confidential matters under relevant legislation such as City of Toronto Act and Municipal Freedom of Information and Protection of Privacy Act.
11. Familiarity with Collective Agreements, and Occupational Health and Safety and Accessibility for Ontarians with Disabilities Act legislation.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs Disability-related accommodation during the application process is available upon request Learn more about the City’s Hiring Policies and Accommodation Process