Planning Services Clerk
2 months ago
**Section**: Planning Administration
**Division**: Planning Services
**Department**: Growth and Infrastructure
**Initial Reporting Location**: Tom Davies Square
**Job Status**: Limited Position
**Estimated Probable Duration**: Up to Seven (7) Months
**Affiliation**:Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: n/a
**Range of Pay**: Group 7 - $27.22 to $31.86 per hour
**The start date will follow the selection process.**
**Characteristic Duties**:Under the general supervision of the Administrative Assistant to the Director of Planning Services.
1. Provide clerical and administrative services which includes, but is not limited to, the following duties:
a) Prepare, assemble and distribute correspondence, materials, notices, decisions, minutes, final notices, agendas and supporting materials to internal and external individuals and agencies, in accordance with legislative time frames provided in the Planning Act and/or Sign By-law;
b) Prepare statistical data, reports, and related material as required;
c) Schedule intake appointments and meetings, follow up with written confirmation/details where required;
e) Receive, respond, direct and assess incoming correspondence, calls and visitors for priority and referral to the appropriate official, bringing forward relevant materials and files, as required.
2. Calculate committee members' expenditures and revenues for deposit; prepare and submit associated financial statements.
5. Review and approve payment of all invoices relating to newspaper advertisements and translation services.
6. Track and ensure that legislated Planning Act requirements relevant to the Section are met (e.g. time frames, translation and advertising requirements for sending notices for Public Hearings).
7. Gather comments, as required, in support of the submitted Planning Applications; develop and maintain contacts with various departments and outside groups and agencies.
8. Compile, assemble and distribute information, minutes and decisions as needed and archive them for retention purposes.
9. Order and maintain adequate stock of office supplies and equipment.
10. Assist other Employees within the Division, with their duties during periods of overload, vacation or absence.
11. Maintain an up-to-date procedural manual for reference purposes.
12. Maintain a filing system for the Section (i.e. electronic document library) and record keeping pursuance to the City’s retention by-law.
13. Update the Planning Division website with the most recent agendas and minutes.
14. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
15. Perform other related duties as required.
**Qualifications**:
- Successful completion of Secondary School (Grade XII) Education.
- Over two and one-half (2½) years up to and including five (5) years of related experience.
- Ability to demonstrate accurate keyboarding skills at a minimum rate of speed of 60 w.p.m.
- Demonstrate organizational ability.
- Demonstrate interpersonal skills in dealing with people in a courteous and effective manner.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance and former employment history.
- May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.
**How To Apply**:
We must receive your resume **before 11:59 p.m. on Thursday, November 7, 2024**. For those providing a French language resume, please also include an English version.
- Ensure you attached a cover letter and resume. Acceptable file types are:
.doc
- .docx
- .txt
- .pdf
- .rtf
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
**Live outside Canada or new to Canada?**
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
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