Job ID #32147: Building Operations Support Assistant

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. #Be The Reason

• Job :
  Building Operations Support Assistant
• Union: CUPE Local 5167
• Job Description  #: A9184
• Close date:
  Wednesday August 11, 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.

Reporting to the Manager of Business Operations, assists staff with day-to-day work including clerical duties, operational and customer service support to the Building Division. Assists with the coordination of permit application submissions, permit administration, records management, reporting and day to day operations that support Building Operations, Plans Examination and Inspection Services.

Performs a variety of confidential and non-confidential secretarial duties including word processing, scheduling staff meetings, relaying messages and processing mail.

Deals with the public by telephone and in person in a diverse range of issues by determining their needs and referring to appropriate source for resolution.

Receives and answers enquiries and complaints from staff, the public and other departments. Receive customers at the counter.

Assists with permit application submission

Maintains and updates security releases for Demolition Agreement and release of conditions for Demolition Control.

Interacts appropriately with other divisions in the Planning and Economic Development Department, other Departments, agencies and organizations in providing and exchanging information.

Types and word processes correspondence, reports, forms and legal documents of a general and confidential nature from copy and dictated notes. Compiles statistical data and develops macros. Prepares meeting agendas, records and prepares meeting minutes.

Assists with permit application submission, application processing, permit issuance activities and records management functions in accordance with divisional procedures and legislative requirements

Assists in maintaining divisional procedures, forms, templates, correspondence and customer service materials

Supports customer service initiatives by responding to inquiries from the public, development industry, consultants and internal staff regarding permit applications, submission requirements, payments, refunds and administrative processes.

Prepares agendas, minutes and supporting documentation

Assists with monitoring workflow queues and assigning administrative tasks to support efficient permit processing and payment processing and customer service delivery

Provides cross-functional administrative support to various Building Division sections during peak workloads and staff absences

Inputs and retrieves data and generates reports from a computer based information system and microfiche files. Records daily absences to department representatives and maintains vacation records.

Co-ordinates schedules, arr