Committee of Adjustment, Documents Approval Clerk

JOB SUMMARY

The Committee of Adjustment derives its jurisdiction from the Planning Act of Ontario. The Committee regularly holds public hearings and are mandated to consider and make decisions on applications for Minor Variances, Permission, Consents, Validation of Title and Power of Sale.

You are responsible for reviewing a wide range of legal documents (transfers, rights-of-ways, mortgages, joint use agreements) to ensure compliance with Committee of Adjustment approvals; identifying and resolving areas of non-compliance; overseeing the clearance of conditions; and approving and issuing final Certificate.

You serve as the primary contact for clients to finalize approvals given by the Committee of Adjustment for applications already in process.  

Duties also include administering all general inquiries as well as overseeing the records operations for the Committee of Adjustment.

EDUCATION AND EXPERIENCE

Completion of 2 year community college diploma related to law or real estate or office/public/business administration.

Minimum of 3 years of directly related experience in property conveyancing or title searching including one year of directly related records and information management experience.

CERTIFICATIONS AND LICENCES

KNOWLEDGE

• Must possess technical knowledge of the following legislation, regulations and legal documents and their inter-relationship:  Planning Act, Land Titles Act, Ontario Building Code Act, Electronic Land Registration System, Title documents (Transfers, Rights-of-way, Instruments, Easements, Agreements, Restrictive Covenants, Parcel Registers), Zoning By-laws, Cash-in-lieu of Parkland By-law, Planning and Building Permit Approval Processes (Site Plan Control Approval, Plans of Subdivisions, Part Lot Control By-laws), Ontario Municipal Board, Compliance Reports, and Municipal By-laws.
• Demonstrated knowledge of real estate conveyancing practices and procedures, in particular Teraview.
• Demonstrated knowledge of Committee of Adjustment functions, terminology, and procedures.
• Demonstrated knowledge of the function of the Ontario Municipal Board.
• Demonstrated ability to read and interpret Survey Plans, Compiled Plans, Registered Reference Plans and Architectural drawings.
• Knowledge of municipal organizational structure.
• Demonstrated knowledge of general office practices and procedures, file systems and office equipment.
• Knowledge of Microsoft Suite, E-Registration Process (Teraview), MAP, Records Management and other database applications.
• Demonstrated knowledge of Records Management practices, policies and procedures
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Ability to read, interpret and explain provincial statutes as they relate to the day-to-day activities of the job.
• Demonstrated strong communication skills, both verbally and in writing, to deal effectively with solicitors, property owners, developers, other public agencies, the general public and City staff.
• Demonstrated ability to read and interpret Survey Plans, Reference Plans and Architectural drawings, including carrying out mathematical calculations.
• Ability to understand and interpret complex legal descriptions.
• Ability to work in a dynamic, fast-paced customer service environment, with constant pressure to meet deadlines.
• Demonstrated problem-solving skills and ability to analyze complex land registration issues.
• Ability to work collaboratively with solicitors in resolving any matters.
• Must be detailed-oriented and possess superior organizational skills, with an ability to prioritize work, to meet competing demands.
• Ability to make sound independent decisions and exercise judgement and discretion in decision-making.
• Possess excellent interpersonal and communications skills
• Ability to cope with stress effectively
• Ability to exercise sound judgement in difficult situations
• Flexibility and adaptability
• Professional attitude in providing client service delivery
• Initiative, tact, discretion, reliability
• Resourceful and analytical.