Job Description

**CITY OF COLWOOD**

**JOB DESCRIPTION**

**TITLE: COMMUNITY PLANNING ASSISTANT**
**DEPARTMENT: COMMUNITY PLANNING**
**POSITION TYPE: FULL-TIME UNION POSITION**
**PAY GRADE: PAY GRADE 9**
**LAST UPDATED: APRIL 2024 (under review)
**NATURE AND SCOPE OF WORK**

Under the direction of, and with primary responsibility to the Director of Community Planning, this
position is responsible for administrative and general technical support of the Community Planning
Department and its team members. The Community Planning Assistant performs a variety of planning
support duties related to the development of planning policy and the preparation of city-wide and local
related opportunities is also a key responsibility of the position. Working within a service-oriented team
environment, at times the position may be assigned to provide administrative support and/or service
coverage to other City departmental teams.

This position has considerable contact with the public and requires a high level of interpersonal skills,
judgement, tact, and accuracy in public communications and the dissemination of information while
independently managing competing tasks.

**TYPICAL DUTIES AND RESPONSIBILITIES**

1. Proactively assist the Director and Community Planning staff in effectively carrying out their
duties by performing administrative and clerical work as required.

2. Consistently and proactively seeks to ensure that clients inside and outside the organization are
treated fairly, promptly, effectively, and positively. Provide information to the public in person,

3. Support planning processes and the development, implementation, and monitoring of plans.

4. Research and analyze a wide variety of qualitative and quantitative data (demographic, social,
economic, environmental, urban development, and planning data) to support planning
processes, using various methodologies related to key indicators, trends, forecasts, best
practices, city-wide and local area plans, and policy initiatives.

5. Be responsible for the records management process of all correspondence, records, and other
documents in the Community Planning Department.

6. Assist with the organization of public engagement events, the development of informational and

graphic public engagement materials, and collation of engagement results. Participate in small
group discussions at workshops, open houses, and public meetings.

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COMMUNITY PLANNING ASSISTANT | April 2024

7. Update policy documents following approved amendments in consultation with senior staff.

8. Maintain and update the Community Planning related City webpage content as needed, in
collaboration with the Community Planning and Communications Department teams.

9. Respond to enquiries from the public, outside agencies, and other departments by providing

information on planning-related information, such as city-wide and local area planning policies.

10. Support maintenance of current lists of grant opportunities and “shelf-ready” projects to be
funded by grants.

such as letters of support from third parties.

12. Liaise with grant funders for communications and deliverables, including grant agreements,
required post-award reporting, and other grant requirements.

13. Assist with maintaining various databases as directed, and with follow up as required to assist in
achieving timely responses and processes.

14. Assist with the preparation and maintenance of training records for all Community Planning
members.

15. Assist with registration of staff for various training/meetings as required including the preparation
and provision of materials to attendees as directed.

16. Assist with the compilation of reports, agendas, and taking of minutes when required for project
and department meetings. May assist with committee meetings where required.

17. Assist with budget and annual service review preparations, including records, coding invoices, and
monitoring where required.

18. Assist with annual greenhouse gas emissions accounting and reporting.

19. Assist with project management and maintenance of the departmental work plan and service
review documentation.

20. Assist the Director and the Community Planning Team with the writing of reports for Committees
or Council as well as various letters, notices, advertisements, communications for the City
newsletter(s), and similar documents.

21. Maintain training in all the administrative functions of the Engineering, Building, Development

Services and Public Works sections of the City so that assistance and temporary coverage can be
provided for one of those positions as and when directed.

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COMMUNITY PLANNING ASSISTANT | April 2024

22. Prepare, issue, and track procurement documentation such as requests for proposals, as directed.

23. In the event of a local emergency when the City of Colwood activates its Emergency Operation
Centre and after ensuring the safety of family and property, report to the Emergency Operation
Centre as required and assist