Planning, Building & By-Law Administrative Assistant, Competition #2024-13

Duties include but are not limited to:

Front counter customer service and reception - provides general reception over the phone, written and in person for the Planning & Community Development Department. Responds to general inquiries, transfers calls, takes message as necessary. Arranges appointments, meetings and coordinates meetings for the department as required.

Administrative support to the Planning Department - preparation of correspondance, circulation of documents, organizining and maintaining files, filing general correspondance and confidential material, preparing statistical reports for various agencies. Research and draft reports as requested by Director of Planning. Assist in managing the Planning files under the Town's Record Management By-Law, which inluded the creation of files and closing/archiving of files.

Receive and review online building permit applications for accuracy and completeness as required legistaltion as well as assist applicants with online submissions. Review all requirements have been met prior to submission and payment of building permit applications. Advise residents of procedure for building permits, inspection bookings and assist where required. Assign and liase submitted permit applications to appropriate departments depending on applications - Plannig, Building, Fire, By-law, Public Works. Communicate daily with Finance Dept - regarding payments of permits and monitor spreadsheets for accuracy and balancing.

Administrative support to the Building Department - create and distribute monthly reports - CMCH, MPAC, Statistics Canada, Development Charges, Building Permit financial reports, Deparmental reports monthly, quarterly, annually for Planning & Building. Compose monthly reports for various agencies internal and external, maintain building permits for inspections, reviews and file maintenance for finals within necessary time frame. Departmental reports monthly, quarterly, annually for Building.

Filing and office organization - Maintain office in a well-organized manner, more efficient work spaces and file maintenance. Reduce clutter and keep staff up to date as to filing system, retrieve necessary documents or files upon request from other departmental staff. maintain stock of office supplies for Planning, Building and By-law

Other duties as assigned.

Required Qualifications:

College diploma in office administration, planning or a related field of study.

Three (3) to five (5) years of experience in an Administrative Support role in a dynamic office environment (Municipal experience is preferred).

Excellent computer skills including the use of Microsoft Office Suite, Cloud Permit, Mitel (phone), and MPAC’s Municipal Connect.

Must possess superior public relations and interpersonal skills to deal courteously and effectively with members of the public.

General knowledge of the Ontario Building Code, knowledge to interpret and apply general Planning Act and Municipal Act.

Attention to detail and concentration is required for data entry into permiting system

The Town offers a competitive benefits and pension package. This position is unionized with CUPE 2380.08

Job Types: Full-time, Permanent

Salary: $28.97-$33.88 per hour

Expected hours: 35 per week

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• DCS / DEC (preferred)

Work Location: In person

Application deadline: 2024-03-22