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Administrative Coordinator

1 month ago

St Catharines, Ontario, Canada City of St. Catharines Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to provide technical administrative support to the Office Manager and assistance to the Administration Division within the Planning and Development Services Department.

Key Responsibilities
  • Provide technical administrative support to the Planning Services Division, including circulation of applications for comment to relevant departments and agencies, preparation of open house and public meeting notifications, and assembly of documents for submission to the Ontario Municipal Board on appeals of Council.
  • Process departmental inquiries and complaints, and organize all departmental files, records, and indexes in the current property system software.
  • Circulate applications for comment to relevant departments and agencies, prepare open house and public meeting notifications, and assemble documents for submission to the Ontario Municipal Board on appeals of Council.
  • Arrange meetings and follow up correspondence to advise and educate the public of meeting outcomes.
  • Collect correct fees in AMANDA, including cash, cheque, debit, and credit cards, and verify revenue and receipts processed.
  • Prepare and balance monthly statistical reports for permits issued.
  • Act as primary contact for the Department, providing customer service to the public, responding to inquiries related to all aspects of the department, and redirecting technical inquiries accordingly.
  • Prepare and dispatch notices of nonconformity and/or Orders as directed by Building Section.
  • Review outgoing correspondence and complete AMANDA processes.
  • Assist the Office Manager in coordinating all aspects of the department's administrative functions and supervising staff, including assigning work and training.
Requirements
  • Two (2) year College Diploma in Office Administration, Customer Service, or Records Management.
  • At least one (1) year municipal experience, preferably in a Planning and Development Division, with a general knowledge of municipal government.
  • Knowledge of the Planning Act as it relates to Official Plan amendments, zoning amendments, draft plans of subdivision, and draft plans of condominium.
  • Customer Service skills to answer phones, deal with inquiries at the counter, and handle difficult customers.
  • Records management experience is considered an asset.
  • Knowledge of the Planning Act and various enforcement by-laws, including graffiti, property standards, signs, swimming pools, waste, grass, and weeds, and keeping of animals, is an asset.
  • Proficiency in MS Office Suite, Access, and AMANDA.
  • Ability to work within and meet multiple conflicting deadlines.
  • Proven completion of Ministry of Labour Worker Health and Safety Awareness training.
  • Demonstrated commitment to enhancing a safety culture.
Compensation and Benefits

CUPE 157 Pay Group 6 - Minimum $55,578 annually; Maximum $61,733 annually.

Work Location and Hours

Expected Work Location: City Hall.

Hours of Work: Currently Monday - Friday; 8:30am - 4:30pm.

This is a temporary position for approximately eighteen (18) months.