Our team is highly skilled, passionate about our community, and we care. Let’s grow together.

Who We Are

In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.

The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from 140,000 to more than 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.

The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.

Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.

The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.

We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.

Let’s grow together.

What You Will Get To Do

The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.

By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

Reporting to and under the direction of the Supervisor, Property Taxes, the Tax Clerk I is responsible for:

• Providing assistance to Service Whitby Division as Subject Matter Expert, responding to escalated tax inquiries both at counter and over the phone;
• Providing Customer Service for residents and business owners of the Town of Whitby at the counter, by email and over the phone;
• Providing assistance and educational instruction to taxpayers about property taxes including rebate programs, tax calculations, supplementary billings and write offs;
• Processing payments against property tax accounts from various electronic payments, and matching bank deposit entries to balance;
• Completing the end-to-end pre-authorized payment process, from initial rate calculation and software enrollment to processing banking changes and plan cancellations;
• Ensuring financial accuracy and ratepayer notification through monthly PAP reconciliation, year end analyse of plans, file preparation, and the distribution of letters regarding plan status or returned payments;
• Receiving and tracking liens added to the tax roll, entering tax adjustments and reconciles list for payment to lien holder;
• Processing adjustments for the Town’s Senior/disability and charity and heritage rebate programs;
• Assisting Supervisor, Property Tax with interim, final and supplementary billings;
• Preparing Mortgage tax billing lists and corresponding accounts receivable invoice in Workday for the fees;
• Processing electronic files for payments from financial institutions for property taxes and monitoring bank to reconcile to batches;
• Tracking of lockbox rejects and confirmation of bank debits for payments pulled back by bank and direction for journal entry in workday;
• Reviewing severance/consolidation plan information documents from MPAC and completing all required account calculations and adjustments;
• Maintaining the Vailtech property tax database for accuracy with ownership changes and preparing new owner letters for distribution;
• Investigating property tax payments made to incorrect accounts and preparing refunds or account transfer requests and adjustments;
• Completing balance adjustments to the tax roll for various corrections as needed including assessment write offs;
• Providing various lawyers with Tax Certificate information;
• Providing mortgage companies with property tax information;
• Assisting Supervisor with Property Tax receivables and their collection;
• Balancing month end, penalty application and year end close; and, creates past due notices for distribution;
• Monitoring and coordinating the ordering and receiving of envelope/stationary needs for the division;
• Organizing and documenting records for retention process and filing; and,
• Providing general administrative support and other related duties assigned.

Who You Are

Our team is looking for an enthusiastic, solutions-oriented team player that takes initiative and thrives on a high performing team. You are self-motivated, self-starting and utilize a proactive approach to work. You have exceptional interpersonal skills with demonstrated ability to improve customer service. You have the ability to deal courteously with co-workers, council and senior staff as you value partnerships. You have an act for speaking in a positive manner when dealing with the public on complaints and serious confidential matters.

You have an excellent understanding of municipal taxes, property assessment value and common municipal policies and procedures. You have strong reasoning, mathematical and analytical skills, and using your extensive knowledge and experience in the field allows you to navigate through complex problems and recommend innovative solutions. Your well-developed communications skills allow you to convey information in a clear and concise manner. You have the ability to demonstrate tact, diplomacy and sound discretion when working with the ratepayer.

What You Bring To Our Team

As the successful applicant, you must possess:

• a post-secondary diploma in Accounting, Finance or other equivalent;
• completion of the Municipal Tax Administration (MTAP) through Ontario Municipal Tax and Revenue Association OMTRA;
• a minimum of two (2) years of directly related work experience, preferably in a municipal environment;
• completion or enrolment in the Municipal Accounting and Finance Program (MAFP) thru the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO);
• Demonstrated knowledge of provincial assessment and taxation systems, including all applicable legislation and regulations;
• Demonstrated customer service skills at a level to develop and maintain cooperative and collaborative working relationships both within and outside the organization;
• Demonstrated knowledge of computer programs, including an intermediate level working knowledge of MS Office (Word, Excel, Outlook, etc.);
• Effective oral communication and strong interpersonal skills;
• Excellent written communication skills; attention to detail, accuracy and follow-through;
• Experience using the Vailtech (VTAX) software would be an asset;
• Workday financials experience would be an asset; and,
• Upon a conditional offer of employment, an acceptable Criminal Record Check will be required.

What We Offer You

• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
• $30.26 - $37.84 per hour (Band F - Salary Under Review)

Hybrid information:

Frontline

Hours:

Monday to Friday, 8:30 a.m. to 4:30 p.m.

Closing Date:

March 26, 2026

Vacancy Statement: Unless specifically stated, all job postings at the Town of Whitby are to fill existing vacancies within our organization.

Our commitment to Inclusion, Diversity, Equity, and Antiracism
At the Town of Whitby, we view holistic inclusion as the pathway to achieving healthy relationships, inclusive excellence and fostering a culture where everyone can thrive. We acknowledge our history—the good and the bad, promote social justice and address discrimination and inequities. We strive to create a workplace that encourages you to always bring your authentic self to work.

Equal Employment Opportunity Statement
The Town of Whitby is an Affirmative Action/Equal Opportunity Employer. Applications from women and minority candidates are strongly encouraged. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Accommodation
The Town of Whitby 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.

We thank all applicants and advise that only those selected for further consideration will be contacted.

The Town of Whitby confirms that artificial intelligence (AI) will not be used in the screening, assessment, or selection process for this position.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.