Development Support Clerk
About The Position
The Development Support Clerk is responsible for providing exceptional service to both internal and external customers in a highly computerized environment. This is a front-facing position that manages all development services-related customer inquiries and informs customers of the fees associated with document requests. The role involves ensuring proper storage, organization, and access to file data, as well as implementing digitization and modernization initiatives. It includes support and clerical duties such as answering development services inquiries by telephone or at the counter, responding to inquiries from the public, applicants, City Administration, and various government agencies regarding the status of applications, appeals, and documentation. The clerk acts as the departmental lead for the ongoing management of digital and hard copy files and serves as the access point for files and documents for Development Services. They adhere to proper filing, storage, access, and conversion of paper files to digital, maintain the central filing system and library system for departmental documents, and conduct audits of the filing system as required. The position contributes to the development of procedures and practices related to file storage and archiving, coordinates and maintains the microfilming process, and handles the receiving, sorting, and distribution of all incoming mail, as well as processing outgoing mail. The clerk compiles information for FOI requests, makes appropriate referrals, responds to 311 inquiries related to development services, and handles or redirects inquiries received via email. They maintain amicable relations with the public and fellow employees, scan and upload documents into AMANDA, verify permit and inspection reports, maintain related files and records, and provide clerical services for other departmental responsibilities when required. The role also involves checking permit and inspections reports in AMANDA, maintaining the confidentiality of records, and backing up other Clerk positions in the Building department as needed. Other related duties may be performed as required.
Requirements
- An Ontario Secondary School Diploma, or Ontario Ministry of Education equivalency
- An additional (1) year of post-secondary education in Office Administration, Business, or Project Management
- Over (1) year of experience in a computerized office environment utilizing the Microsoft Suite of products (i.e. Word, Outlook, Excel)
- Ability to deal tactfully and courteously with the public
- Good problem solving and conflict resolution skills
- Self-motivated and a team player
- Strong organizational and multi-tasking capabilities
- Excellent written and verbal communication skills
- Capable of working with minimum supervision
Nice To Haves
- Knowledge and experience with Peoplesoft, AMANDA, or other corporate payroll and financial systems
Responsibilities
- Ensuring proper storage, organization, and access to file data, as well as implementing digitization and modernization initiatives
- Support and clerical duties including, but not limited to, answering development services inquiries by telephone or at the counter
- Responds to inquiries from the public, applicants, City Administration, and various government agencies pertaining to status of applications, appeals, documentation, etc., through written and verbal communication
- Departmental lead for the ongoing management of digital and hard copy files and serves as the access point for files and documents for Development Services
- Adheres to proper filing, storage, access, and conversion of paper files to digital
- Maintains central filing system and library system for departmental documents such as correspondence, plans, permits, videos, subdivision files
- Conducts audits of filing system as required or directed
- Contributes to the development of procedures and practices related to file storage and archiving
- Coordinates and maintains microfilming process
- Receives, sorts, and screens for distribution of all incoming mail and processes outgoing mail as directed
- Compiles information for FOI requests in accordance with corporate policy
- Makes appropriate referrals
- Responds to 311 inquiries related to development services
- Respond to or redirect inquiries received from the Building Cashier, Building Application and General Building email inboxes or as forwarded by staff
- Maintains amicable relations with the public and fellow employees
- Scans and uploads documents into AMANDA; verifies permit and inspection reports; maintains related files and records; provides clerical services for other departmental responsibilities when required
- Checks permit and inspections reports in AMANDA
- Maintains confidentiality of records
- Back up other Clerk positions in the Building department as required
- Will perform other related duties as required
Benefits
- Competitive benefits that supports professional growth
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
