Development Intake Clerk

Position Details

• Department: Development Services
• Contract Duration: 2 years
• Hours of Work: 35 hours per week
• Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville
• Posting Date: August 26, 2026
• Application Deadline: September 8, 2026
• Job Type: Contract > 1 Year

Job Summary

Responsible for the intake of planning applications and coordination of data management and reporting activities for the group while providing support for the overall administration of the Development Services Division.

Duties & Responsibilities

• Responsible for all planning application and land use policy proposal intake, including: setting up files and entering data into the Division’s Development Application Tracking System (DATS) software.
• Manage information and material related to resubmissions for planning applications to support internal review.
• Support DATS data quality through implementing monitoring aspects of QA/QC program.
• Receive, monitor and process all planning application and engineering review fees, and facilitate accounting reconciliation with the Region’s Finance Department.
• Co-ordinate with applicants on matters related to fee payments.
• Monitor, track and follow up on outstanding payments to ensure fees are received.
• Manage the upkeep of the Division’s dashboards, handbook, process manuals and other work guides.
• Generate reports on the overall development portfolio for the division.
• Coordinate input into the Region’s various development and asset tracking databases, with data provided by the Division’s planners and development project managers.
• Undertake aspects of Divisional administrative requirements such as monitoring and ordering office supplies, managing the Divisional credit card, coordinating staff conference and professional fee payments, managing inter-office mail.
• Assist the DATS project team with revisions/upgrades to the system as required.
• Support the preparation of materials for Ontario Land Tribunal matters, such as, document book coordination and preparation of exhibits for hearings.

Skills & Qualifications

Essential

• Post-secondary diploma or degree in Business Administration or Data Management.
• Two (2) years of experience in planning application intake or similar experience involving creating files, entering data, circulation of applications for review, maintenance of tracking databases, receiving and tracking application fees, and reconciling fee deposits.
• A customer service focus and possess excellent communication skills, strong analytical skills, and proven problem-solving abilities to ensure applications are processed in a timely manner.
• Proficiency in MS Office (Word, Excel, and SharePoint, in particular), familiarity with Visio, workflow monitoring software, or similar data management software.

Preferred

• Previous experience in a municipal environment, particularly within a planning department.
• Basic knowledge of the Planning Act.

Working/ Employment Conditions

• Travel will be required between locations within Halton Region. Must supply own transportation.
• A valid driver's license.

Accommodation

In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.

Application Instructions

Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.

Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

We encourage applications from all qualified individuals; however, only those under consideration will be contacted.