Building and Planning Administrative Assistant

Reporting to the Planner, the Building & Planning Administrative Assistant provides a positive, professional image of the Township. As a first point of contact for visitors and callers in the Building and Planning Department, strong communication skills are required to determine the nature of inquiries and concerns so that they are addressed accordingly.

KEY RESPONSIBILITIES

• Receives incoming visitors and telephone calls, identifies client needs, directs clients to the appropriate staff member or organization and answers general inquiries for the Building and Planning Department.
• Liaises with consultants, professionals, agencies, developers and other municipal staff as required.
• Provides advice, assistance and guidance to prospective applicants and their agents regarding building and planning applications, including explaining application procedures.
• Reviews building, planning and septic applications to confirm legal access and road frontage before deeming an application complete.
• Assists the Executive Assistant/Alternate CEMC with confirming legal access and road frontage.
• Facilitates direct communication between applicants and the Planner and Chief Building Official during the application review and approval stages.
• Refers non-specific and non-routine enquiries to the Planner and Chief Building Official.
• Coordinates building and planning applications, including associated tasks such as:
  • preparing and tracking files;
  • undertaking initial review at the application intake stage;
  • preparing mailing lists and notices;
  • assisting with ensuring all approvals have been obtained;
  • assisting with preparing clearance letters, limited services agreements, development agreements, site plan control agreements, zoning certificates, etc.
  • releasing security deposits, if applicable;
  • filing permits; 
  • closing files.
• Fulfills the role of Commissioner of Oaths for planning applications.    
• Prepares correspondence, reports and presentations for review by the Planner.
• Prepares and submits reports to Provincial ministries and various agencies.
• Coordinates updates of the corporate geographic information system with regards to building, planning and septic.
• Assists with gathering information for building and planning related studies, policies and by-laws, as required.    
• Assists with the preparation and distribution of promotional and advertising material for the Department.
• Ensures the website and other information related to the Department is up to date.
• Assists the Finance Department with contact information and mailing lists for tax arrears, tax sales, etc.
• Performs an assigned role in the Emergency Operation Centre and in accordance with the Emergency Plan.
• Maintains electronic and hard copy office records for the department in accordance with the Township’s records management system.
• Provides clerical support for the Planner and Chief Building Official and other staff as directed by the Planner.
• Provides clerical/secretarial support to Working Groups, as assigned.
• Responsible to act in the capacity of the Planning – Administrative Assistant in the absence of the Planning – Administrative Assistant.
• Performs other related duties as assigned.

Minimum Qualifications  

• Education
  • Post-secondary school courses in office administration
• Experience
  • One (1) to Two (2) years’ experience in an office environment
  • Processing applications
  • Dealing with the public
• Knowledge/Skill/Ability
  • Capable of carrying out duties with minimal supervision
  • Excellent communication skills
  • Excellent computer skills, proficiency using Outlook, Word, Excel,  PowerPoint and Adobe
  • Punctual and reliable
  • Strong time management and organizational skills
  • Team oriented
  • Ability to deal with various agencies, the public and internal staff in a pleasant, positive, professional manner

Preferred Qualifications

• Education
  • Post-secondary school diploma in office administration
  • Post-secondary school courses in building and planning 
  • Primer on Planning course
  • Customer service training
  • Municipal training
  • Municipal designation
  • Drivers’ license
• Experience
  • Additional two (2) years’ building and planning experience in a municipal environment
  • Experience dealing with developers and outside agencies
  • Experience using geographic information systems (GIS)
• Knowledge/Skill/Ability
  • A working knowledge of the Building Code Act, Building Code and Planning Act
  • A working knowledge of other relevant legislation and planning and building matters
  • Ability to process large volumes of building and planning applications with a high degree of accuracy and in a timely manner
  • Ability to take initiative
  • Knowledge may be learned through on-the-job training and post secondary school courses.

Decision Making and Independence

• Complexity/Problem Solving
  • Determines work priorities.  Decides on how to respond to complaints and when to refer complaints to the appropriate staff member or management official.
• Supervision, Training, Management and Advisory Responsibilities
  • N/A
• Supervision Received – Independence of Action
  • Ability to work as part of the Building and Planning Department team to achieve broad department goals under the direction of the Planner.
• Required to work independently under established policies and procedures of the Township.
• Follows the policies and procedures of the Township.
• Impact of Decisions
  • Failure to provide secretarial, clerical, and administrative services in an efficient and effective manner will result in disruptions in the provision of services.
  • Failure to provide proper advice and follow appropriate legislation may result in not meeting legislated timelines, unnecessary time delays and financial expense to both the applicant and the Township.
  • Errors in dealing with the public may cause an escalation of the individual’s complaint.
• Confidentiality
  • Regularly works with confidential information concerning Township operations and the public where disclosure may result in legal action, loss of integrity and negative impact(s) on the image of the Township.

Contacts

Work Conditions

• Township Municipal Office – Office Area
• Regularly deals with public complaints, refers contentious issues to management staff.  Must deal with the stress of frequent interruptions and time-sensitive demands from members of the public while maintaining a pleasant and calm manner as the first point of contact with visitors and telephone callers for the Building and Planning Department.

Hours of Work

• Normal Working Hours: Monday to Friday - 8:30 a.m. – 4:30 p.m. with an 
  hour lunch.
• Evenings/Weekends: Attendance at Working Group Meetings is 
  mandatory.  Evening meetings may be required.
• On-Call: N/A
• Overtime: Occasional overtime may be required.

Work Environment

• The duties of the position are performed primarily in an office environment.
• Protects own health and the health and safety of others by adopting safe work practices, reporting unsafe conditions immediately and attending all relevant in-services regarding occupational health and safety.  Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.

Hazards

• Occasionally may be exposed to weather extremes or safety hazards when traveling within and outside the Township.
• May experience related noise, fumes, dust or dirt from the Public Works garage and sand dome located adjacent to the Municipal Office.
• May come into contact with cleaning supplies and standard office chemicals, printer toner, etc.

Physical Requirements

• May be required to sit for extended periods of time while using the computer.
• May be required to lift boxes of paper weighing 20 kilograms.

Mental Requirements

Mental effort is required for the entire day to remember priorities and to maintain composure when dealing with interruptions and the various moods and needs of callers and customers.