Job ID #32147: Building Operations Support Assistant

City of Hamilton•Hamilton, ON

8d•CA$33 - CA$36•Onsite

About The Position

Reporting to the Manager of Business Operations, this role assists staff with day-to-day work, including clerical duties, operational, and customer service support to the Building Division. The position aids in coordinating permit application submissions, permit administration, records management, reporting, and daily operations supporting Building Operations, Plans Examination, and Inspection Services.

Requirements

Business office experience related to the duties above normally acquired through a combination of secretarial and administrative courses and relevant work experience.
Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
Must possess initiative, good judgment and the ability to provide guidance and take a leadership role when
Keyboarding at 50 words per minute with accuracy.
Must possess excellent computer skills with above average working knowledge of Microsoft Office Software (Word, Excel and Outlook).
Must possess excellent grammar and spelling.
Demonstrated ability to research information from data and legal.

Responsibilities

Performs a variety of confidential and non-confidential secretarial duties including word processing, scheduling staff meetings, relaying messages and processing mail.
Deals with the public by telephone and in person in a diverse range of issues by determining their needs and referring to appropriate source for resolution.
Receives and answers enquiries and complaints from staff, the public and other departments. Receive customers at the counter.
Assists with permit application submission.
Maintains and updates security releases for Demolition Agreement and release of conditions for Demolition Control.
Interacts appropriately with other divisions in the Planning and Economic Development Department, other Departments, agencies and organizations in providing and exchanging information.
Types and word processes correspondence, reports, forms and legal documents of a general and confidential nature from copy and dictated notes. Compiles statistical data and develops macros. Prepares meeting agendas, records and prepares meeting minutes.
Assists with permit application submission, application processing, permit issuance activities and records management functions in accordance with divisional procedures and legislative requirements.
Assists in maintaining divisional procedures, forms, templates, correspondence and customer service materials.
Supports customer service initiatives by responding to inquiries from the public, development industry, consultants and internal staff regarding permit applications, submission requirements, payments, refunds and administrative processes.
Prepares agendas, minutes and supporting documentation.
Assists with monitoring workflow queues and assigning administrative tasks to support efficient permit processing and payment processing and customer service delivery.
Provides cross-functional administrative support to various Building Division sections during peak workloads and staff absences.
Inputs and retrieves data and generates reports from a computer based information system and microfiche files. Records daily absences to department representatives and maintains vacation records.
Co-ordinates schedules, arranges appointments and reserves meeting rooms.
Prepares requisitions and maintains inventory of office supplies and safety equipment.
Maintain records for internal FOI requests and assist in completing record requests.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
Performs administrative divisional coverage as required.