Administrative Assistant – Building Services

Reporting to the Chief Building Official, this position provides a variety of essential coordination and support services to management, departmental staff, and internal and external customers of the Transportation and Public Works Department to ensure the coordination and execution of administrative and operational procedures and processes.

Accountabilities:

Customer Service

Manage and coordinate all customer service inquiries via telephone, counter (in person) and electronic format, as the departmental liaison

Provide the highest standard of customer service for both internal and external customers of the department, in providing accessible, timely, informative responses, seamlessly to all customers

Provide support to plans examiners and management staff for reports and correspondence, as required 

Administration

Prepare correspondence, council reports, PowerPoint presentations, tenders and notices of construction, and other various documents, ensuring AODA standards are met

Proofread, format, and coordinate Council and Committee reports and memoranda using eScribe. Ensure follow through with report recommendations, once disposition sheets are received

Accurately create, process, and maintain purchase orders, as requested

Schedule, coordinate and administer Public Information Centre meeting and the Site Alteration Committee by organizing and scheduling meetings, preparing agenda items, ensuring quorum, and providing all relevant information to the Committee. Act as the recording secretary taking accurate minutes of the meeting and act as the liaison to Committee Members, Councilors and Clerk’s Department

Administer the communication program for the Pavement Management Program by providing and ensuring clear communication with internal and external customers, as well as, elected officials

Organize and administer all departmental meetings including agenda preparation and accurate minute taking

Maintain, log, and track ON1Call data for monthly Storm Sewer Locates and administration of invoices, accordingly

Administer Activation and Deactivation forms for Contract and/or Full-time staff, ensuring accurate information is documented and pertinent record keeping is maintained

Maintain and monitor the department’s technical records and Management Archiving Program in accordance with the Town’s by-law

Process newspaper advertisements, notifications and various publications including the Town’s Community Guide for the Transportation & Public Works Department

Receive general inquiries and requests for information in AMANDA database for follow-up; ensuring accurate information is forwarded to the appropriate technical staff person

Update the contents on the intranet and departmental website to ensure accurate information and/or services

Assist in the preparation and co-ordination of departmental events, such as, Staff Recognition and other team building sessions

Administer, log and distribute incoming development review applications to the appropriate staff member(s)

Maintain, monitor and process departmental office supplies, printing requests and other related documents/materials

Maintain and update the Policy & Procedures Manual for this position

Registration, preparation and coordination of various webinars for staff

Assist with payroll for all departmental staff

Create monthly statistical reports required for Statistics Canada and other external agencies

Backup to Inspection Coordinator 

Finance

Maintain database records and corresponding financial reports regarding revenue and expenditures to assist with budget preparation

Utilize financial software (Microsoft Dynamics GP/FMW) to track, monitor and document accounts for operating budget

Maintain and monitor the department’s petty cash, visa reconciliations, journal entries, cheque requests, invoices and requisitions on request

Contact and communicate with individuals to replace cheques which have been flagged for non-sufficient funds (NSF) and obtain payment plus the NSF fee, process payments in accounts accordingly

Balance and verify departmental daily incoming revenue (cheques, cash, and debit), prepare AMANDA and Microsoft Dynamics GP deposit reports for Finance

Administer, coordinate and invoice utility companies on a monthly and yearly basis for Municipal Access Agreements, Municipal Consent Permits, and Excavation Permits using Microsoft Dynamics GP 

Permitting

Administer and process Zoning Compliance Letters and Entrance, Building, Site Alteration, Entrance, Excavation, and Municipal Consent permits. Enter data into AMANDA Tracking System and maintain accurate records

Obtain and process Request for Information (record search) and survey searches for the Building Services section in conjunction with the Town’s Freedom of Information regulations. Provide customers with information and drawings to assist them with permit applications within the specified timeframes

Issue green/blue boxes, ActiVan tickets, and overnight/full-time parking permits

Process, provide receipts, log, enter in AMANDA, and file Site Alteration, Entrance, Excavation, and Municipal Consent permits

Provide support to Building Permit Intake Analyst 

Qualifications:

Minimum of 4 years' experience in a municipal customer service environment 2-year post-secondary diploma in a business-related field, or equivalent education and experience

Professional customer service skills, including strong conflict management and ability to de-escalate difficult customer interactions

Excellent communication skills with elected officials, management, team members, and customers

Effective interpersonal skills with sound judgment in prioritizing assignments, multi­tasking and organizing deadlines in a professional office environment

Knowledge of the Municipal Freedom of Information and Protection of Privacy Act, administrative requirements set out in the Building Code as they relate to inspection activities, Building By-law, Pool Enclosure By-law, and Site Alteration By­law

Excellent proofreading, record keeping, organizational and administrative procedural skills

Aptitude with figures for data input/management, payment processing and invoicing.

Able to effectively and courteously convey technical and procedural information

Familiarity with various governing agencies with authority over properties throughout the Town and the scope of authority of those agencies

Analytical and problem-solving skills

Ability to maintain a high level of concentration in a professional office environment, with a demanding front-line counter

Proficiency in the Microsoft Suite, Adobe, AMANDA, financial databases/systems (Microsoft Dynamics GP, FMW), HP Pagewide printer and Maplinks

Ability to accurately complete a wide variety of assignments with strict deadlines despite frequent interruptions and changing priorities

Understanding of and ability to comply with the Municipal Freedom of Information and Protection of Privacy Act and the Accessibility for Ontarians with Disabilities Act Ability to complete physical requirements of the position including lifting file/archive boxes weighing up to 50 pounds, and to tolerate some exposure to fumes and odours from construction equipment and mechanical service area.

Valid Ontario Driver’s License and access to a personal vehicle to travel to other Town facilities as required 

Compensation:

The salary for this position (35 hours per week) is $61,338 to $73,021 per annum. This position may work overtime to complete tasks, as required. 

Location:

Due to the nature of this position, it will require the successful candidate to work onsite at Town Hall.