Administrative Assistant, Planning

City of Quinte West • Quinte West, ON

8d • Hybrid

About The Position

The City of Quinte West is seeking an Administrative Assistant for the Planning and Development Services Department, specifically within the Planning Services Division. This role provides essential administrative support to the Director, the Manager of Planning Services, and the department as a whole. The department is responsible for advising on land use planning and development, by-law enforcement, and building services, while Planning Services focuses on assisting the public with development proposals and applications, ensuring compliance with the City’s Official Plan and Zoning By-law.

Requirements

• A minimum of a two (2) year College Diploma in Office Administration or a related field.
• Working knowledge of planning policies and regulations.
• Excellent organizational, interpersonal, verbal and written communication and office administration skills with the ability to multi-task in a busy environment with a proven focus on service delivery.
• A highly developed sense of professionalism, tact and diplomacy.
• Must demonstrate respect for confidential and sensitive issues.
• Demonstrated telephone and public relations skills.
• Demonstrated ethical behaviour and business practices.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, strategic, critical thinking and problem solving abilities.
• A minimum of two (2) years of experience in an office environment with preferred emphasis on planning and development issues.
• Communication and public relations skills are required, as well as a commitment to understanding and meeting customer/community needs.

Nice To Haves

• Previous municipal experience.

Responsibilities

• Receive incoming planning revenue and other municipal revenue.
• Type, file, photocopy, and send planning documents.
• Order supplies in accordance with the departmental budget.
• Maintain confidentiality of information to and from the department.
• Ensure the Planning and Development Services Department’s records management system is kept current and be responsible for retrieving and storing information in accordance with the City’s records retention schedule.
• Ensure all requests for information are responded to in accordance with the Freedom of Information and Protection of Privacy Act.
• Collect fees for review and process zoning/building compliance letters.
• Attend meetings of the Planning Advisory Committee and Site Plan Control Committee to act as Recording Secretary.
• Attend special meetings as required to act as Recording Secretary.
• Type, file, and index all correspondence and reports required for planning studies and related projects.
• Type, file, and index all correspondence and reports required during the processing of development applications including, but not limited to, Official Plan and Zoning By-law Amendments, Plans of Subdivision/Condominium and Site Plan Control applications and agreements.
• Update planning documents as required including photocopying and assembly.
• Schedule and coordinate internal processes, appointments, and meetings.
• Take telephone and counter inquiries as required.
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures where applicable.

Benefits

• OMERS pension plan
• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program, subject to applicable policies and approvals, which includes: Hybrid work model for eligible positions, Flexible start time for eligible positions, Compressed bi-weekly work schedule for eligible positions

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree