DEFINITION:

Under the direction of the Director of Development Services, develops, implements and coordinates effective secretarial, clerical, and administrative procedures for the Development Services Department, and performs a variety of secretarial, clerical, and administrative tasks for the Planning, Mapping, and Bylaw Enforcement and Animal Control Divisions of the Development Services Department. Also provides reception for the Public Works Department responding to and directing public inquiries both by telephone and in person.

EXAMPLES OF WORK PERFORMED:

1. Perform a variety of secretarial and clerical duties for the Planning, Mapping, Bylaw Enforcement and Animal Control staff including preparation of memos, letters, purchase agreements, legal and right-of-way documents, confidential correspondence relating to property items, off-the-record inquiries, legal opinions, etc., and book appointments, make travel arrangements, etc.;
2. Administer, coordinate, and process all aspects of subdivision applications, rezoning and OCP amendment applications, Land Use Contract amendment applications, Road Abandonment and Revesting of Title applications, Development Permit applications, Development Variance Permit applications, Board of Variance applications, and Contaminated Site Profile applications. This involves the entire process from accepting the various applications up to and including registration of documentation in the Land Title Office;
3. Develop, implement, and coordinate effective clerical procedures for the Development Services Department, and make recommendations to maintain and improve procedural operations within the department, with other departments, with the public, and with outside agencies;
4. Liaise independently with various Provincial Ministries and agencies, solicitors/notaries public and others;
5. Coordinate the administrative and secretarial duties for processing Comfort Letter requests from various solicitors/notaries public; including compiling the required information from various City departments, researching the necessary information required from all divisions of the Development Services Department, preparing the response letter, and processing the billing request for payment;
6. Coordinate, track, and distribute payments to the appropriate accounts for monies received for subdivision and/or developments;
7. Develop and administer tracking procedures for the Development Services Department's budget;
8. Track and prepare lists and tables for all applications received and draft year end reports related to such;
9. Research various planning projects and applications;
10. Handle general zoning inquiries and file searches by the public;
11. Answer queries from the public, research and process applications and complaints, prepare reports and letters, and ticketing under the MTI system, relating to bylaw enforcement and animal control;

1. Prepare illegal suite letters, maintain files and records, and assist with research;
2. Liaise with Canada Post, Court Registry, Motor Vehicle Branch, Collection Agencies, etc., regarding bylaw enforcement matters;
3. Computer data entry and processing;
4. Perform general duties normally performed by the Building/Licensing Secretary in her absence;
5. Assist Public Works Department in the absence of the Public Works Departmental Services Clerk.
6. Operate the switchboard and mobile radio phone for the Public Works Department;
7. Receive, sort and distribute incoming mail; and
8. Other related duties, as required.

MINIMUM TRAINING AND EXPERIENCE:

1. Secondary school graduation;
2. Minimum of five years' related experience;
3. Experience in legal or Court system, and in dealing with land transactions and contracts;
4. Experience in the preparation of legal documents such as covenants, right-of-way agreements, notices on title, etc.;
5. Considerable knowledge and understanding of municipal bylaw structure and contents;
6. Ability to operate related equipment;
7. Computer experience, preferably in a Windows environment with Word, Excel and BC Online;
8. Accurate typing speed of 60 w.p.m.
9. Ability to work independently and to accomplish tasks and assignments without supervision;
10. Demonstrated time and project management abilities to meet deadlines and manage a large volume of work with ever changing priorities in a flexible manner, often under pressure;
11. Ability to deal tactfully and effectively with co-workers and the public, using demonstrated written and verbal communication skills, in order to convey information and explain technical and procedural matters;
12. Good written and oral communication skills;
13. Valid Class 5 B.C. Driver's Licence.

The above statement is a general description of the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.