Film Permit Coordinator, City of Toronto

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Film Permit Coordinator

Job ID: 12485
Job Category: Economic Development, Arts & Culture
Division & Section: Economic Development & Culture, EDC Entertainment Industries
Work Location: City Hall, 100 Queen Street West
Job Type & Duration: Permanent, Full-Time
Hourly Rate and Wage Grade: $37.06 – $40.59, TF0503, Wage Grade 11. Please note: The salary reflects 2019 rates.
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 2
Posting Period: December 4, 2020 to December 18, 2020

Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents and businesses.

The Toronto Film, Television and Digital Media Office issues over 3,000 permits for more than 1,300 film, television and commercial projects each year. Join our team today as a Film Permit Coordinator, and play a pivotal role in the coordinating and issuing of permits for film production.

Major Responsibilities:

  • Performs specialized administrative tasks, including the preparation of documents, investigations, research, calculations and reconciliation of charges, control and co-ordination of permits using FOPS (Film Office Permit System), and also assesses charges and conducts financial transactions for meter charges, damage deposits, and staff charges.
  • Monitors the workload and incoming projects as a team, ensuring the smooth flow of work in the office, compliance with appropriate regulations, guidelines, statutes and local issues, and the accuracy of the data entered into the system.
  • Identifies computer system needs and enhancements, and liaises with Manager and IT support staff and/or consultants to ensure system upgrades.
  • Develops operational procedures, maintains manuals and assists in the training of new staff.
  • Ensures and checks the preparation and processing of documents in accordance with appropriate policies guidelines, by-laws and legislation. Informs and guides film production staff regarding issues related to the Film Guidelines, Code of Conduct, City policies, etc.
  • Represents the Toronto Film, Television and Digital Media Office and the City at confidential pre-production meetings, production site meetings, and site visits with clients and staff of City, Agencies, Business Improvement Areas, Resident Groups, and Commissions.
  • Responds to, and resolves, complaints and enquiries from the public and maintains a directory of issues and complaints identifying “hot spots” and implementing moratoriums and use restrictions.
  • Receives, clarifies needs and assesses requests for film permits to ascertain whether the request complies with City policy and guidelines. Collaboratively determines changes, as needed, and ensures the distribution of the requests to appropriate City officials, the public, Councillors and the police; issues/signs filming permits in accordance with Chapter 459 of the Toronto Municipal Code.
  • Resolves logistical problems regarding filming requests, including speaking with the ward Councillor, civic officials, residents, business owners and police. Notifies the appropriate officials in the case of non-compliance by Film Productions.
  • Attends on-site location and community meetings. Conducts site visits to monitor the use and suitability of locations for filming.
  • Coordinates any required site preparation, including utility upgrades, policing and clean-up, ensuring both readiness for filming and the return to the original condition.

Key Qualifications:

  1. Post-secondary education in a discipline pertinent to the job functions combined with relevant experience, or equivalent combination of education and experience.
  2. Extensive experience providing administrative/clerical support at a senior level, handling a broad range of administrative matters, including the preparing, editing and formatting of complex documents with minimum direction.
  3. Considerable experience dealing with municipal by-laws and legislation relating to the Film, Television or Digital Media Industry.
  4. Considerable experience working with multiple internal and external stakeholders in a fast-paced environment to coordinate activities and processes that are deadline-driven.
  5. Considerable experience with conflict management and negotiation, working in a front-line customer service environment, dealing effectively with all levels of staff, councillors, the public and external stakeholders.
  6. Experience with cash-handling procedures and financial systems.

You must also have:

  • Ability to use sound judgement and handle confidential and sensitive issues while exercising discretion.
  • Ability to attend to detail, understand policies and procedures, and make recommendations to improve processes.
  • Ability to multitask and effectively carry out various duties and responsibilities in a fast-paced creative environment.
  • General knowledge and understanding of the operational demands of the film and television industry, as well as knowledge of Toronto geography, street and traffic patterns.
  • Ability to interpret by-laws, City policy, and City guidelines towards the issuance of permits.
  • Excellent interpersonal skills.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

For more information, visit jobs.toronto.ca or follow us on Twitter at Twitter.com/CityTOjobs, on LinkedIn at Linkedin.com/company/city-of-toronto or on Facebook at Facebook.com/CityTOjobs.

How to Apply:

For more information on this and other opportunities with the City of Toronto, visit us online at https://jobs.toronto.ca/jobsatcity/. To apply online, submit your resume, quoting Job ID 12485, by December 18, 2020.

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.