Planning and Office Coordinator

Reports To: Manager of Planning
Supervises:  None
Date Created: September 2024
Pay Grade: D
Date Updated: September 2026

The Town of Grand Valley employs a Planning and Office Coordinator, reporting to and supporting the Manager of Planning, with additional Office Coordinator duties.

The Planning and Office Coordinator

• Provides administrative and technical support for all functions under the Planning Department in accordance with established procedures, legislation and regulations.
• Provides reception, data entry, cash receipting and other office coordination functions for the Town.

Duties and Responsibilities

Planning

• Provide administrative support for the Planning Department, including coordinating planning applications, organizing meetings and appointments related to planning, preparing drafts for review, editing and formatting various correspondence, reports, agreements, by-laws, minutes and confidential material.
• Maintain electronic and hard copy files and records.
• Assist with updates to the Town’s website for planning related matters.
• Research, propose and implement improvements to internal administrative processes and procedures.
• Photocopy/scan a variety of documents as required or requested.
• Accept and process payments for planning related applications.
• Review applications for completeness and assist with progressing applications throughout the process.
• Assist with data collection, data management, mapping, etc.
• Respond to technical or processing enquiries respecting development applications.
• Receive phone calls, take messages, communicate information and redirect calls and emails.
• Direct customers through various planning related processes and procedures.
• Create or assist with the creation of various reports as required. 
• Prepare materials for the Ontario Land Tribunal as required.
• Assist with processing legal documents, letters, spreadsheets, reports and notices for a variety of planning applications.

Office Coordination

• Assist the Treasurer by collecting property tax payments over the phone or at reception including but not limited to: 
  • Interim tax payments.
  • Interest payments.
  • Outstanding utility bill payments.
  • Closing of daily batches.
  • Bank runs with cash and cheque deposits as required.
  • Receipt of incoming faxes and response to the faxes as appropriate.
• New Property Owner Information program
  • With data from Treasury, send information packages to New Property Owners
• Front reception duties, including:
  • Answering the general phone line and reviewing messages left on the general mail.
  • Greeting visitors to the office and directing them as appropriate.
  • Managing package pick up and delivery functions, including courier services, public document pick up and drop off, contractor cheque pick up, etc.
• Receipt of Town mail
  • Daily visits to the post office to pick up and drop off mail.
  • Operate and maintain the office postage machine.
  • Processing mail to log receipt and deliver to appropriate staff.
• Assist with collection and tracking of other general Town receivables, including but not limited to:
  • Road Occupancy Permits.
  • Accounts Receivable invoices issued by the Treasury Department.
• Water Meter Program coordination
  • Receive meter connection data from developers/new homeowners and process occupancy of properties.
  • Assist Treasury with water meter connection issues reported by utility.
• Office Supply Inventory
  • Ordering supplies with approval from Treasurer.
  • Coordinating supply deliveries to departments.
  • Restocking inventory.
• Monitor and manage own and general Town email addresses as assigned.
• Other duties as assigned.

Education and Qualifications

• Minimum of two years post-Secondary education in municipal planning, public administration or similar.
• Experience within a municipal government or a land use planning environment is an asset.
• Knowledge and understanding of the Ontario Planning Act and related regulations, policy statements, including processing applications.
• Knowledge of the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, and other relevant legislation.
• Strong inter-personal skills and professional written and oral communication skills in English. 
• Working knowledge and previous use of personal computers and the Microsoft Office suite of applications.
• Excellent skills in organization, communication, problem-solving and time management.
• Ability to work independently and as part of a team.
• Excellent customer service skills and ability to maintain discretion in a confidential environment with a high level of attention to detail. 
• Ability to exercise discretion, diplomacy and confidentiality.
• Ability to work outside normal business hours (evenings) to attend meetings.
• Class “G” driver’s license and use of reliable personal vehicle. 

Personal Contacts

• Members of Public
• All Department Heads
• Internal Staff
• County of Dufferin Building Department 
• Lawyers
• Bank/Mortgage Companies
• MPAC

Working Conditions

• Working within an office environment, with occasional off-site meetings.
• Professional office attire required per dress code policy.
• Usual schedule is Monday to Friday, 8:30am to 4:30pm.
• Attend evening Council and committee meetings, and other meetings as required.
• Co-ordinates in-office time with Manager of Planning.
• Limited lifting of files, file boxes, etc., generally less than 10 pounds.