Working under the direction of the Manager of Planning Services, the Tempoary Office Support – Planning role supports the Manager of Planning Services and the Town Planner with Administrative duties. Keep spreadsheets, databases, electronic files, and Laserfiche files current and up to date. Answer property-related zoning requests and back up coverage to Support Staff for the Building Department.
RESPONSIBILITIES

1. Prepare buffer maps and labels for public meeting notices and are printed and circulated under the direction of the Manager of Planning.
2. Draft/ record minutes and send to Manager of Planning for review.
3. Mail notices and decisions that are prepared by the Manager of Planning and sending them out for circulation internally and externally.
4. Create new property files from the Tax Collector by labelling the file with a roll number and placing the information on the property including site plans, surveys, permits, inspections, severance, zoning, etc. which are then used by all departments.
5. File management – creating new files and closing completed files under the direction of the Manager of Planning. This includes collecting and returning deposits.
6. Create Property Information Reports after receiving a request from the lawyer, realtor or property owner. Fill out a preformatted form and ensure the sections are completed by the appropriate departments.
7. Prepare and receive applications for portable signs. Ensure that all the required information is filled out correctly. Have them reviewed by the Manager of Planning to be passed along to Corporate Services and by-law enforcement.
8. Process all applications received by the Manager of Planning and the Town Planner. Review the application and create an electronic and paper file. Update the information into a spreadsheet. If a deposit is required, prepare the deposit information and deliver the payment to the Cashier.
9. Prepare binders for the Committee of Adjustment and Planning Advisory Committee
10. Assist the Drainage Department with mailings. Verify property owners for each location. Prepare the mailings by stuffing the envelopes and putting postage on each one. Prepare an Affidavit of Service and have it commissioned.
11. Create new property files for each new roll number in Laserfiche. Create a new folder for each roll number to be filed. Retire roll numbers in Laserfiche and update the property folders.
12. Cover for the Building Department when needed. Receive and review applications. Enter permits and by-law information. Schedule inspections and answer or direct any phone calls received.
13. Other duties as assigned.

QUALIFICATIONS

1. Minimum Community College diploma in Business Administration or Public Administration.
2. A minimum of 2 years experience in a computerized office environment, with proficiency in keyboarding, Microsoft Word and Excel.
3. Knowledge using software packages including Great Plains, Microsoft Office, Excel, Outlook, Laserfiche, and GIS Interactive Mapping.
4. Excellent customer service, organization and communication skills.
5. Strong organizational and file management skills is key along with working towards meeting deadlines.
6. Experience in data entry, file management and telephone reception.
7. Ability to multi-task, prioritize effectively and efficiently complete required work assignments.
8. General knowledge of office procedures and equipment; i.e. photocopier, postage meter, scanner and the use of a stuffing machine.
9. General knowledge of municipal operations and a strong understanding of By-laws, Policies and Procedures in order to provide residents with the most accurate information and services.
10. The OACA Primer on planning course offered through AMCTO would be considered an asset.
11. General knowledge and understanding of the basics of zoning and planning.

WORKING CONDITIONS
Work is in an office environment on a 35 hour. This position is mainly sedentary and involves a lot of data entry, computer work and phone use.
WAGE RATE
Probationary - $31.88 per hour
Rate after probationary - $32.88 per hour
All applications are appreciated however only those selected for an interview will be contacted.
Accommodations under the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) will be provided upon request.

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