Planning and Development Administrator

**Experience it - Ajax**

The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 120,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.

**Planning & Development Administrator (Transportation)**:
Reporting to the Manager of Transportation Planning, the P&D Administrator (Transportation) is accountable for providing customer service, financial and administrative support to the Transportation Planning and other Planning and Development Sections primarily by: assisting with the transportation related customer service complaints received through various modes oof communication; reconciling operating accounts; creating purchase orders for operating & capital accounts, assisting in budget preparation and management; processing invoices; creating and maintaining records in AMANDA and Cityworks; and creating and maintaining files and filing drawings.

**Job Duties Include**

Reporting to the Manager of Transportation Planning, the P&D Administrator (Transportation) is accountable for providing customer service, financial and administrative support to the Transportation Planning section and P&D Department by:

- Assisting the Section Manager with various business requirements such as Section specific projects (e.g. special studies, events, etc.)
- Coordinating, preparing and administering internal and external business communications including outgoing and incoming business correspondence and Departmental newsletter
- Receiving, opening, updating and managing the Transportation Planning filing systems, which includes both digital and paper files, in systems such as AMANDA, Laserfiche, DMS, and Cityworks;
- Assisting with the front counter and telephone duties for the Transportation Planning section and when other staff responsible for providing the same service are not able or available to perform their duty due to workload or absence;
- Providing formatting and proofreading of council/committee reports and other correspondence to ensure reports are submitted by the deadline
- Maintaining the Document Management System for the department;
- Processing of the section’s/department’s finances under the guidance of the Town’s Finance Department, which includes but is not limited to, creating and processing the purchase orders, processing of invoices and requisition orders, updating and printing reports in FMW; reconciling capital and operating accounts; assisting in budget preparation and management;
- Coordinator of the Town’s Public Engagement Platform (IMO), ensuring information is posted in a timely and accurate manner, tracking public feedback and compiling information for staff;
- Coordinator of the Town’s public complaint and inquiries platform (Cityworks), ensuring work orders are created in a timely and accurate manner, tracking staff and public responses, and consolidating information for staff; and
- Other customer service and administrative duties, as assigned.

**Qualifications/Skills**
- College diploma in business or office administration (3 years), or a combination of education and experience deemed equivalent
- Advanced computer skills (Microsoft Office, AMANDA, Laserfiche, MapViewer, JD Edwards, FMW, Versatile, Cityworks) (2 years)
- Customer service experience (2 years)
- Proficient experience in purchasing procedures (2 years)
- Experience in accounts payable and receivable management, specifically processing invoicing and cash receipts, (2 years)
- Superior organization, time management and planning skills
- Experience in the Municipal Government Sector (preferred)
- Excellent analytical skills and experience with budgets
- Experience with database management
- Proven interpersonal and leadership skills
- Excellent oral and written communication skills, including presentation skills
- Able to provide a clear Criminal Reference Check that is current (completed within the last 6 months), upon being hired.

**Nice to Have**
- Membership of the Canadian Association of Administrative Professionals will be considered an asset

**What we offer to staff**
- Salary: $36.05 - $38.61 per hour.
- Hours of Work: This is a union position that works 35 hours per week. The hours of work are from 8:30 a.m. - 4:30 p.m. Monday to Friday.

**How to Apply**
Internal closing date: 11:59 p.m. on Saturday, December 7, 2024
External closing date: 11:59 p.m. on Saturday, December 21, 2024

We would like to thank all applicants however, please note that only those selected to attend an interview will be contacted and all other applicants will be kept on file. Applicants are advised that written, oral and practical testing may form part of the selection process.

**Equal Opportunity Employer