About the Role:
Provide administrative and operational support to the Office Manager, Planning and Building Department. Provide customer service as a primary point of contact for the Department, respond to inquiries related to all aspects of Planning and Building Services, and coordinate administrative processes related to applications, permits, inspections, records, payments, reporting and departmental correspondence.
What You'll be Doing:
- Provide administrative support to Planning and Building Services in relation to departmental applications, permits, inspections, records, payments, reporting and correspondence.
- Schedule appointments and inspections for Building, Plumbing and HVAC Inspectors, organize and prepare inspection information, update the property system software and liaise with inspectors, applicants and contractors regarding scheduling requirements.
- Prepare and dispatch notices, Orders, compliance letters, occupancy permits and related correspondence as directed by Building staff, Inspectors, Management or applicable departmental processes.
- Provide customer service to the public, applicants, property owners, contractors and external agencies, responding to inquiries and redirecting inquiries accordingly.
- Process departmental questions and complaints and organize departmental files, records and indexes in the current property system software.
- Process and maintain applications for Planning and Building Services, including building permits, planning applications, liquor licence-related clearances, portable sign permits and related departmental submissions, and distribute permits or documentation accordingly.
- Circulate Planning applications for comments to relevant departments and agencies, prepare public meetings, open house and application notification materials, and coordinate related mailing lists, notices, website updates and follow-up correspondence.
- Prior to issuance of permits or processing of applications, collect correct fees, verify revenue and receipts processed, prepare invoices and refunds where required, and support daily balancing, reconciliation and deposits in accordance with corporate financial procedures.
- Assist with the administration and tracking of securities related to planning and development applications, including receipt, documentation, secure handling and coordination of releases or adjustments as directed.
- Prepare, maintain, retrieve, compile, scan and file departmental records and documents, ensuring information is handled in accordance with corporate records requirements, confidentiality standards and MFIPPA.
- Process outgoing correspondence, complete required property system software processes, and type or prepare various documents including letters, reports, notices, records and related departmental materials.
- Assist the Office Manager in coordinating aspects of the Department’s administrative functions and provide support to the Administration Division, as required.
- Perform other similar and related duties, as required.
What's Required:
- Two (2) year College Diploma in Business Administration, Office Administration, Public Administration, Records Management or Urban and Regional Planning Technician.
- At least one (1) years’ experience in an administrative, customer service or cash handling environment, preferably within a Planning and Building Services or public sector setting.
- General knowledge of municipal government, departmental processes and relevant legislation, including the Planning Act, Ontario Building Code, MFIPPA and related municipal by-laws.
- Customer Service skills in order to answer phones, deal with inquires at the counter and deal with difficult customers.
- Effective time management, organizational and coordination skills with the ability to prioritize work.
- Proficient computer skills and working knowledge of Microsoft Office Suite, Adobe Acrobat and applicable property system software; experience with AMANDA would be considered an asset.
- Records management experience, including organizing, retrieving, scanning, indexing, filing and maintaining confidential paper and electronic records, would be considered an asset.
- Demonstrated accuracy and attention to detail when processing applications, collecting fees, preparing correspondence, maintaining records and compiling reports.
- Ability to work independently and as part of a team, and to liaise effectively with internal departments, external agencies, applicants, contractors, developers and members of the public.
- A demonstrated commitment to enhancing a safety culture.
