Administration Coordinator

2 days ago

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

Job Summary:

The City of St. Catharines is seeking a highly organized and detail-oriented Administration 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 administrative support to the Planning Services Division, including the 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 on 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 the primary contact for the Department, providing customer service to the public, responding to all 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 the Building Section.
  • Review outgoing correspondence and complete AMANDA processes.
  • Assist the Office Manager in coordinating all aspects of the department's administrative functions.
  • Assist the Office Manager in 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 deal with difficult customers.
  • Records management experience would be 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, would be 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.
  • A demonstrated commitment to enhancing a safety culture.

Pay 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

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