• Job ID: 60093
• Job Category: Administrative
• Division & Section: City Clerk's, City Clerk's Secretariat
• Work Location: City Hall, 100 Queen Street West, Toronto, ON M5G 1P5 and North York Civic Centre, 5100 Yonge Street, North York, ON M2N 5V7
• Job Type & Duration: 2 Full-Time, Temporary (6 months & 8 months) Vacancies.
• Salary: $73,495.00 - $96,567.00
• Shift Information: Monday to Friday, 35 hours per week, in office 5 days a week.
• Affiliation: Non-Union
• Number of Positions Open: 2
• Posting Period: 14-Oct-2025 to 28-Oct-2025

Join Us!

If you are interested in learning more about the Operations Support Officer role, you can participate in a virtual information session on Monday, October 20, 2025, from 2:00 PM – 3:00 PM Eastern Time (US & Canada). You will have the opportunity to ask questions related to the position, working for the City of City Clerk’s division, as well as the City's application process.

Please register to participate in the information session using this link: https://events.teams.microsoft.com/event/c6f36f61-de67-44c1-83f6-834a312eaf30@f0bc8ec6-9ed8-4d0c-9189-411ad949cc65

Job Description

The City Clerk’s Office is seeking dynamic-customer service focused individuals to fill two temporary Operation Support Officer roles on the Registry Services, Secretariat branch of the City Clerk’s Office.

Registry Services has a wide variety of interesting legislatively based service lines that allow for staff to support members of the public at critical life moments.  Specific, service lines include:

• Marriage Services (Marriage Licences and Civil Weddings)
• Death Registrations and Burial Permits
• Liquor Licensing 
• Polling Services
• Assessment Roll Services
• Commissioner of Oaths Services

Operations Support Officers support one or more of these services as part of a strong team dynamic to ensure the public receives the support and information they need to process their request.

City Hall Service Counter, Operations Support Officer: based out of City Hall

As an organized, detail oriented, clear communicator, with an understanding of financial management, reconciliation, and staff scheduling/appointment booking, the Operations Support Officer at the City Hall Service Counter for Registry Servies will assist clients access legislatively required services.  Regularly interacting with the public, and coaching staff to navigate challenging interactions, the Operations Support Officer at City Hall will support all service lines.

Civil Weddings, Operations Support Officer: based out of both City Hall and North York Civic Centre

As an exceptional communicator, with strong facilitation and public speaking skills, the Operations Support Officer for civil weddings will similarly support all service lines, but will have a heavier focus on the civil wedding portfolio within Registry Services.  This position will work to develop processes, coordinate appointments and scheduling of resources, and ensure the highest degree of customer service for clients seeking support during their critical life event.

**Both Operations Support Officers will perform weddings and travel to other locations, as required.

Major Responsibilities:

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Motivates, schedules and trains assigned counter staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Conducts civil wedding consultations and officiates civil weddings at the various locations.
• Provides project coordination and leadership within the unit.
• Assists in the preparation of work plans, briefing notes, budgets, reports and presentations. Prepares, organizes and presents business cases, proposals, solutions or similar formal documents and statements to various audiences, including stakeholders, elected officials, clients and the public.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the unit.
• Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.
• Provides coaching and training to staff, including the development of materials and resources.
• Manages unit initiatives (ex. Newcomer Day, civil wedding special events) and coordinates the City’s handling of cemetery applications and statements.
• Ensures a safe work environment by establishing and enforcing safety standards and practices. Escalating issues of concern to Administrator or Project Manager.
• Supports and promotes the Access and Equity philosophy, vision and mission and divisional direction as it relates to People with Disabilities.
• Provides information and maintains a monitoring system for data collection, budgeting and provision of counter services.  
• Coordinates and reviews survey data to review service based on an equity lens.
• Coordinates the wedding chamber booking and refund process. Evaluates use of technology and works as part of project teams to ensure systems achieve intended goal.
• Coordinates polling process and provides work direction to staff regarding all polls.
• Coordinates records management for Registry Service's core service lines.
• Daily review of Purchasing Card Industry (PCI) and financial compliance.
• 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 to develop a strong culture of Health and Safety and minimize any Health and Safety issues.
• Other duties as required.

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.
2. Experience in project co-ordination and applied experience addressing operational issues in a complex public service environment.
3. Experience accurately managing a high volume of information and complex customer service interactions.
4. Experience in the use of current office and workplace technology and other computer applications relevant to the position, such as Microsoft Excel, Word, PowerPoint, Outlook, Front Desk, Adobe, Point of Sale (POS), and/or other web-based collaboration tools, and appointment booking applications.
5. Demonstrated ability to organize, prioritize and effectively carry out the various duties and responsibilities of the position, with minimal direction.
6. Excellent verbal and written communication and interpersonal skills with the ability to communicate clearly and effectively to a variety of audiences, including internal and external stakeholders.
7. Demonstrated ability to use discretion and maintain confidentiality when handling sensitive information.
8. Awareness of Registry Services’ core service areas: marriage licence issuance, burial permit issuance, death registration, liquor licensing, polling services and commissioning.
9. Experience with the City's corporate policies and procedures.
10. Knowledge of Human Resources policies, guidelines, procedures, Collective Agreement obligations, and employment legislation such as the Employment Standards Act, Human Rights Code, and Occupational Health and Safety Act.
11. Strong problem solving, multi-tasking & organizational skills with a strong ability to manage multiple priorities within tight time constraints.
12. Ability to work in person at different locations 5 days a week

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.