Community Engagement & Permitting Coordinator

As a leader in modernization, innovation, and creativity, East Gwillimbury is proud to be selected as one of Greater Toronto's Top Employers for 2025. Located along Highway 404 in northern York Region, East Gwillimbury is a premier centre for growth within the GTA and is also Canada's fastest-growing municipality (based on 2021 Census data). EG offers competitive wages and benefits and prioritizes the mental and physical well-being of its employees through social events, wellness programs, and fitness facilities. Employees also have access to more than 50 kms of trails to enjoy the beauty of EG while at work.

The Town of East Gwillimbury is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process and as we grow, it is important our workforce reflects the citizens we serve. We respect, encourage, and celebrate our diversity. Join our team and see the EG difference!

Reporting to the Community Engagement and Permitting Supervisor, the Community Engagement and Permitting Coordinator is accountable and responsible for the supervision, coordination, oversight and implementing permits for Town recreation community centers, halls, arenas, sports fields, tennis courts, picnic shelters, municipal venues, and other public spaces. This position oversees relationships as it relates to permitting and use of municipal space with internal and external customers, organizations, Mayor and Council and other users.

Key responsibilities include:

• Coordinate seasonal and occasional use facility booking of community recreation community centers and halls, arenas, sports fields, picnic shelters, municipal venues, and other public spaces which includes: liaise with facility user groups to determine times of use and other requirements; the completion of facility booking application forms and contracts; issue receipts; ensure required authorization signatures are obtained from users; and make changes to facility use permits as requested/directed by facility users.
• Work with, foster and build relationships and partnerships with community groups, special interest groups, sport groups, other government agencies, social agencies, neighborhood associations, and stakeholders to use municipal facilities through the booking process.
• Provides day-to-day hands-on coordination, guidance and support for community engagement processes, policies, practices and project initiatives to meet operational needs and corporate service standards.
• Develops and maintains processes to track effectiveness of community engagement activities and events to provide input to key performance measures for use in preparation of annual budget.
• Work with, provide support and segment expertise to Advisory Committees of Council when booking municipal facilities for their events or programs.
• Respond to complaints, inquiries and information requests from the public, businesses, provincial officials and other levels of government and agencies regarding permitted facility use and maintain records of all contact to track inquiries/complaints and results.
• Provides content in the development of the Health and Active Living Recreation Guide
• Administer accounts receivable and payable, payment schedules, invoicing, tracking security deposits and other revenue, and the release/refunding of security deposits.

Qualifications and Requirements:

• Post secondary diploma in recreation leadership and/or other related discipline in the applied arts or related field, or equivalent combination of education and experience.
• 3 to 5 years demonstrated experience in a facility permitting position as well as community engagement activities in a municipal government environment.
• Proven experience planning and scheduling programs and events within municipal facilities and working with diversified groups and individuals.
• Computer literacy in MS Office utilizing word-processing, spreadsheet, presentation and database software, Adobe Reader, and Microsoft Outlook software, social media and the internet.
• Proven experience and ability to communicate effectively, ability to multitask and work with over 1000 groups
• Experience working with lease agreements permit holders.
• Skilled and knowledgeable with ActiveNet Permitting Software: Payment scheduling, accounts receivables/aging balances, block schedules, and sport field and ice allocation, reporting, cancelations, refunds, credits, updating terms of use, Point of Sale, online functions and dates.
• Working knowledge of the Occupational Health and Safety Act, the Employment Standards Act, the Ontario Human Rights Code, the Occupiers Liability Act, the Day Nurseries Act, the Accessibility For Ontarians With A Disability Act and other safety/employee legislation, regulations and guidelines.
• Working knowledge and understanding of the Municipal Alcohol Policy, Occupiers Liability Act, Alcohol and Gaming Commission of Ontario Act, Legal and Risk Management Policies (liability insurance), Building Code, Fire Regulations, and Amusement Devices Act.
• Working knowledge and understanding of related municipal bylaws such as park use bylaw, noise exemptions, sign bylaw, SOCAN, and Road closure policies and procedures.
• Current Standard First-Aid and CPR-C certificate
• Class G driver's license and driver's abstract in good standing.
• Availability to accommodate deadlines, meeting/event attendance and/or peak period workloads that may extend beyond the normal workday or occur on evenings/weekends, as may be required.

Salary Range: $80,717- $94,962/ annum

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Deadline for applications is February 27, 2025 .

We thank all applicants for their interest, however, only those being considered for an interview will be contacted.

The Town of East Gwillimbury is committed to diversity and inclusiveness in employment and welcomes applications from qualified individuals of diverse backgrounds. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the Town of East Gwillimbury will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the Town's Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation. In accordance with the Municipal Freedom of Information & Protection of Personal Privacy Act, personal information collected will only be used for candidate selection.

*(based on 2021 Census data)