Job Description

Summary of Duties:

Reports to the Coordinator, Development and Compliance. Performs a variety of clerical and secretarial duties (including the ongoing electronic filing and database maintenance) for the Division Managers and staff as assigned.

Work Performed:

• Responsible for coordinating items for Planning Committee, Consents, Minor Variances and Scheduling for Site Plan Approvals in consultation with appropriate Manager and Consent Authority.
• Responsible for meeting deadlines related to finalization process for Committee reports and Public notification (ie notices and newspaper advertising).
• Responsible for administrative functions, including minute taking, and preparation of agendas, setting up meetings and appointments, reports and related correspondence for Ad Hoc Committees and advisory groups (i.e. Internal Proposal Review Group, Site Plan Review Group, Preliminary Review Meetings).
• Receives and greets the general public to Development Services and answers the telephone.  Responsible for front line contact both by telephone and in person with the public in providing general information with respect to Development Services’ responsibilities and processes, the Consent Authority and the Committee of Adjustment. Provides assistance, answers inquiries and, if necessary, refers the person to the appropriate Division staff, the Consent Authority, another Division, another Civic Department or to an external agency.
• Prepares appropriate mapping, notification lists and labels for applications. Receives requests for inspections and updates database to schedule them.
• Maintains and updates various automated tracking systems (including the creation of municipal street/addresses in Amanda), Tech. Log, and posting of signs for Development Applications, etc.) in the Division.
• Receives applications from the general public; checks to ensure all information is complete; collects and processes the required fees and issues receipts. Determines and calculates fees and charges for accounts receivable and balances as required. Provides information to applicants, agents and consultants, and the general public regarding the status of development proposals.
• Assists in the processing and maintenance of records and files for development applications, (ie . plans of subdivision, and plans of condominium and associated zoning by-laws, and Official Plan amendments, Plans of Condominium, Site Plan Applications, and the Division library.
• Under direction, collects information as assigned and prepares and maintains a variety of lists, inventories and databases.
• Drafts correspondence (i.e. notices, decisions, minutes and documentation relating to the activities of the Consent Authority, assignment letters, memos, etc.), types various correspondence/ reports using different software.
• Assembles web-site material consistent with Corporate policies and standards. As a web author creates and posts notices for development applications, and other related notices for the Division to conform with legislated deadlines.
• Performs a variety of clerical duties such as filing using a variety of media (eg. hard-copy, microfilm, and electronic document imaging), retrieval of stored documents, checking, sorting, distributing, indexing, record keeping, telephone answering, handling mail, etc.
• Assists with back up coverage for other Divisions in the Department as required.
• Performs related duties as assigned.

Qualifications:

One year from a Community College Office Administration Program.

Experience:

One to two years' related experience.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

• Typing speed required is 60 w.p.m.
• Demonstrated proficiency in word processing, spreadsheets and various software.

Compensation & Other Information:

$42,504 - $62,227 (Level 7)
This posting is for 1 permanent full-time position.
Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.
Work Arrangement: 4 days in office / 1 day remote. Subject to change in accordance with business requirements.
These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.

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