Planning Administrative Clerk

BASIC FUNCTION

This position reports to the Development and Administration Supervisor and is responsible for providing a range of administrative support duties for the Planning Department. This position is the first point of contact for the public and government agencies to the Planning Department. This position is customer service focused and duties ensure the Planning administrative operations are supported. This position is also responsible for the department’s website and social media content and is responsible for ensuring public documents produced by the department are consistent with County accessibility standards.

PRINCIPAL RESPONSIBILITIES

• Act as the departmental customer service representative providing the first point of contact for all inquiries to the Department, whether by phone, email, mail or in person. This includes answering questions and directing matters to the appropriate staff, department or agency.
• Responsible for maintaining the Department’s web page, including preparing and posting content, and keeping the website up to date and accurate.
• Responsible for social media communication for the department including preparing content on departmental programs, projects, and activities for the County’s social media networks.
• Responsible for ensuring public documents produced by the department are consistent with County accessibility standards.
• Provide administrative support to the Director of Planning, managers and planners including handling sensitive and confidential matters.
• Prepare correspondence and reports for the Director of Planning and Development.
• Responsible for entering, maintaining, and tracking local municipal development applications in Cityview on behalf of the department.
• Responsible for the updating and consolidation of local municipal zoning by-law documents.
• Receive and respond to public and agency inquiries regarding tree cutting applications, complaints and violations under the County’s Forest and Conservation By-law.
• Administer the processing of tree cutting permit applications and the issuance of permits by the County.
• Track and direct complaints and other matters to the Forest Conservation Officers and Manager of Planning and Environment.
• Responsible for entering, maintaining, and tracking all tree cutting permit applications, complaints, and violations in CityView on behalf of the department.
• Receive and respond to public and agency inquiries regarding noxious weeds.
• Track and direct noxious weed complaints to the County Weed Inspectors.
• Responsible for setting up and coordinating the County’s Green Legacy tree order system, including setting up the website and online order form, tracking all orders, taking phone orders, and serving as the point of contact for the public and agencies inquiries, generating invoices and processing payments.
• Responsible for organizing and booking departmental special events and meetings including training events, team building and other social events.
• Coordinate the distribution of trail guides and visitor’s maps.
• Assist in maintaining accurate filing system for paper and electronic files.
• Responsible for the care and maintenance of the departmental library.
• Responsible for the ordering of all office supplies for the Planning Department and lunchroom supplies for the Planning and Engineering lunchroom.
• Prepare monthly and biweekly mail outs for civic address changes.
• Fill in for the Development and Administration Coordinator in their absence.
• Key operator for two photocopy machines/ordering of toner cartridges when needed.

MINIMUM QUALIFICATIONS

• Two-year college diploma in office administration, planning, legal or business field.
• Minimum four years of office administration experience or equivalent.
• Experience in municipal government and planning is considered an asset.
• Willingness to obtain Primer on Planning certificate from Ontario Association of Committees of Adjustment and Consent Authorities.
• Excellent customer service skills and experience dealing with the public.
• Excellent working knowledge of Microsoft Word, Excel, and PowerPoint.
• Knowledge of i:create, CityView, GIS, e-Scribe, InFlow, SharePoint, and Equidox software is considered an asset.
• Experience with website and social media posting.
• Excellent written and oral communication skills.
• Experience with billing, invoicing, handling cash, and issuing receipts.