Planning & Regulations Administrative Assistant

2 weeks ago

Cambridge, Canada Grand River Conservation Authority Full time

Who we are

The Grand River Conservation Authority (GRCA) has an international reputation for excellence in managing the natural resources of the largest inland river system in southern Ontario. Our team is made up of committed and passionate experts in their fields, including scientists, engineers, researchers, educators, stewards, planners, foresters, recreation experts and much more. Every day, we come to work to improve the health of the natural environment of the Grand River watershed for those who call it home or come to visit. We are a progressive team, dedicated to lifelong learning, collaboration and making a positive impact.

Who you are

You want to be part of an organization with an environmental goal. You want the work you do to make a difference. You like a team environment where everyone has an opportunity to contribute to achieve a shared goal, no matter their background or level of education and experience. You like problem solving, expanding your horizons and making even the smallest positive impact for your community and the planet.

Why work for us

At the GRCA, we don’t just talk about work-life balance, we promote and encourage it. For this position we offer flexible work hours and wellness initiatives like onsite yoga and an Employee Assistance Program. Our team feels a connection to their work, each other and the community we serve, and when you’re “at the office”, you won’t feel like you’re “at the office.” Our Administration Centre is located in a tucked away, natural oasis next to the Shade’s Mills reservoir, where a walk or lunch at the picnic tables provides the opportunity to be immersed in nature.

We offer staff development plans and open doors to help advance your career, and our employees benefit from being part of the Ontario Municipal Employees Retirement System (OMERS), with 100% matching contributions from GRCA.

Overview of the Opportunity

What You’ll Do
- Provide various administrative support for day-to-day operations of the Planning and Regulations Services Department including record keeping and digitization, document management systems, database management, and data entry.
- Provide excellent customer service by processing, responding to and/or triaging inquiries in a helpful and timely manner.
- Conduct research, compile information/file tracking, and prepare summary reports from the planning database and other sources.
- Assist in preparation of background information and drafting correspondence in support of planning and regulations services.
- Generate invoices and process fee payments. Liaise with accounting department as required.
- Ensure web content on webpages related to Planning and Regulation Services is AODA-compliant, and work with staff to assist in drafting and modifying website content as required. Review and remediate reports and other documents to ensure AODA compliance.
- Organize internal and external meetings and events including preparation and distribution of meeting agendas and minutes, booking facilities, catering, and equipment. Attend meetings and events as required. Circulate reminders to staff to ensure report and timelines are met, and required follow-up from minutes is taken.
- Assist department staff with Microsoft Office and Adobe suite of tools.
- Provide coverage for other administrative staff and support to other departments as required including front desk coverage and assist with the training of temporary administrative staff as needed.
- Other related duties as assigned by the Supervisor of Administrative Services or the Manager of Planning and Regulation Services.

Education
- College Diploma preferably in administration. A diploma in planning or other related discipline will be considered.

Experience
- Minimum of 2 years of relevant work experience. Experience working in an administrative role in an environmental management or land use planning environment would be beneficial.
- Proven written and verbal communication skills, and excellent interpersonal skills. Demonstrate tact and diplomacy in dealing with members of the public.
- Ability to work in a team or independently with limited supervision and maintain a high level of work productivity and quality with a strong customer service delivery focus.
- Highly organized with the ability to multi-task. Demonstrated experience in file and document management with a high level of attention to detail.
- Advanced knowledge of Microsoft Office 365 (i.e. Word, Excel, Access, PowerPoint, Outlook, SharePoint and Teams), Adobe Acrobat and creating and remediating documents for AODA compliance is required.
- Working knowledge of natural resource management or water management principles and familiarity with the Conservation Authorities Act and associated regulations and municipal planning is an asset.
- Demonstrated ability to use and interpret mapped information including aerial photography, legal surveys, ArcGIS desktop software suite, and web GIS mapping tech

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