Permit Office Representative

In scope

Multiple Positions

Temporary Length of Term: 1-year contract with a possibility of extension

Location: Regina

Work Location: 100% In office

Extended Hours: The Permit Office is responsible for the issuance of transportation permits for clients in the trucking industry and is open from 6:00 am to 10:00 pm, seven days a week, and closes for only three days per year - Christmas Day, Boxing Day, and New Years Day. Employees in this role rotate through working 8-hour days Monday - Friday between 6:00 a.m. and 8:00 p.m. with regular EDO or working four 12-hour shifts with 6 days off and occasional 8-hour shifts to work the required number of hours in the scheduling period.

GENERAL ACCOUNTABILITY

The Permit Office Representative is responsible for the issuance of transportation permits (weight, dimension, and/or registration) for clients in the trucking, bus/taxi, farming, construction, and oilfield industries. The permit office is open non-standard business hours and staff are required to work varying shifts between the hours of 6:00 am to 10:00 pm, seven days a week.

REPORTING RELATIONSHIPS

Reports to: Manager, Vehicle Registration Policy & Permit Services

KEY ACCOUNTABILITIES

Note: This section is not intended to be an exhaustive list of duties and responsibilities – other duties and responsibilities may be assigned.

• Responds to customer inquiries by telephone, email, and fax to issue registration, weight, and/or dimension permits based on the customer’s needs.

• Accepts payments for accounts and calculates applicable fees and refunds.

• Answers inquiries and provides information to the public and employees relating to Acts, Regulations, agreements, and policy rulings regarding legal weights, permit weights, dimensions, over-dimension permit conditions, and vehicle registrations.

• Processes motor vehicle licensing products, including renewal of driver’s licences, vehicle registrations, and 24-hour/8-day permits in accordance with established procedures.

• Approves requests to participate in the self-issue permit program based on predetermined criteria and provides self-issue companies with training, support, and assistance.

• Conducts audits of self-issue companies to ensure permits are being issued accurately.

• Inputs data and/or makes inquiries using computer system(s).

• Gathers necessary data and information to answer inquiries from internal and/or external persons, including law enforcement.

• Verifies accuracy of completed permit forms.

• Performs general clerical duties, including stuffing envelopes, boxing files, and adding attachments to annual permits.

• Answers inquiries and provides assistance to the public after hours (evenings and weekends) related to motor licensing products, including support and troubleshooting for MySGI.

High Performance Team & Culture

• Supports a culture of leadership and accountability to effectively meet the key accountabilities within the scope of the role.

• Demonstrates that the Health, Safety and Emergency Management Policy is applied in area of responsibility for self and other.

• Displays leadership by committing to a culture of continuous learning/development of self and supports others by actively sharing knowledge, providing guidance, mentoring, training, and supporting developmental opportunities.

• Actively applies knowledge to support transformation and strategic initiatives of the corporation, while participating and advocating change and applying a growth mindset.