Administrative Support - Legislative, Parking & Transit Services

Hiringplatform; Central Ontario; On-site; CAD 38,000 - 40,000; Full time

Job summary

The City of Orillia is seeking an Administrative Support - Legislative, Parking & Transit Services to provide clerical support, manage the parking infraction database, and serve as the primary contact between the City and transit provider. You will respond to inquiries, prepare reports, purchase orders, payments and invoicing, and coordinate notices and hearings.

Candidates must have a post-secondary degree in a related field, knowledge of municipal by-laws and TOMRMS, and strong communication

Qualifications

• Two-year college diploma in Office/Business or Legal Administration.
• Thorough knowledge of municipal by-laws, provincial legislation and TOMRMS filing system.
• Strong verbal and written communication; ability to work in a team.

Responsibilities

• Provide clerical support to the Legislative, Parking & Transit Services Division and respond to inquiries.
• Prepare reports, purchase orders, payments and invoice requisitions; coordinate notices and hearings.
• Maintain parking ticket database; process parking infraction reviews and related documentation.
• Coordinate with transit provider and ensure accurate records and eligibility processing.

Skills

Communication

MS Office

SharePoint

Office administration

Education

Two-year college diploma in Office/Business or Legal Administration

Tools

Great Plains

Parking Infraction Software

SharePoint

Job description

The City of Orillia is hiring a Administrative Support – Legislative, Parking & Transit Services

The City of Orillia is less than 90 minutes from the Greater Toronto Area. Even though growth and progress have been strong in recent years, the Sunshine City has worked hard to retain the small-town charm that has captivated generations. The quality of life is unbeatable in this city surrounded by two lakes, where outdoor pursuits are available in all seasons and are enjoyed by both visitors and residents.

The City of Orillia is currently seeking a highly motivated individual to fill the position of Administrative Support - Legislative, Parking & Transit Services. The City does not use artificial intelligence in the hiring process. All job applications are reviewed personally by the appropriate Department/Division. This recruitment is to fill a position that is current vacant.

Reporting to the Director of Legislative, Building, Parking & Transit Services or designate, the Administrative Support - Legislative, Parking & Transit Services is responsible for providing clerical support to the Legislative, Parking & Transit Services division. Responsibilities will also include responding to general inquiries in-person, via telephone or email, preparing reports, purchase orders, payment and invoice requisitions, maintaining the City’s parking ticket database, processing disputes and preparing trial documentation and reconciling weekly transit and parking coin collections and processing specialized transit service applications.

The role will recieve and respond to inquiries from the public and provide information and assistance in a courteous, friendly, and efficient manner to promote a high standard of public relations at all times.

Candidates must possess a post-secondary degree in a related field (e.g., Office/Business or Legal Administration), have thorough working knowledge of municipal by-laws, provincial legislation and Ontario Municipal Records Management System (TOMRMS) and possess excellent verbal and written communication skills. The position requires excellent computer skills using MS Office Suite, together with other application software such as Great Plains and Parking Infraction Software.

The City of Orillia offers a competitive salary, a comprehensive benefits package, and registration with the OMERS Pension Plan. The hourly wage for this position is $27.49 to $29.06 based on a 35-hour work week.

We thank all applicants, however, only those selected for an interview will be contacted.

Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.

Position Synopsis and Purpose

Reporting to the Director of Legislative, Building, Parking & Transit Services or designate, the Administrative Support - Legislative, Parking & Transit Services is responsible for accurate, consistent management of the City’s parking infraction database, including preparing various follow-up documentation, trial paperwork and review requests. Additionally, this position will serve as the primary point of contact between the City and transit provider, ensuring clear, consistent, and ongoing communication.

Major Responsibilities

Description

Approx. Time

General/Transit

• Provide clerical support to the Legislative, Parking & Transit Services Division
• Provide customer service assistance for Legislative Services, Parking & Transit Division including responding to general inquiries in-person, via telephone or email.
• Prepare reports and payments (Passport Parking, City of Barrie, MTO, TransitFare, contracted Transit Services, etc.)
• Process purchase orders, payments and inv oice requisitions and obtain quotes from vendors.
• Provide Licensin g Appeal Tribunal support to schedule hearings, post notices, swear in participants, record exhibits and prepare correspondence.
• Track and up-date list of exotic an imals and distribute to locally authorized agencies.
• Point of contact between City and transit provider.
• Reco ncile weekly transit and parking coin collection (including OWLS), deposits and invoicing.
• Re view , process and track applications to the City’s specialized transit service.
• Coor dinate public notices for transit detours with transit contractor and other divisions.

30%

• Maintain the parking ticket database and prepare the following documentation: MTO ownership request, Notice of Impending Conviction, Certificate Requesting Conviction, Notice of Fine and Due Date, and Plate Denial.
• Prepare and coordinate material for trial including assisting the Director of Legislative, Building, Parking and Transit Services in the setting of trial dates for all enforcement agencies, organizing and submitting related material and sending out appropriate notices after trial.
• Process parking infraction review requests/disputes including advising of available options and the final decision of the Director of Legislative, Building, Parking and Transit Services.
• Organize Toys for Tickets campaign, including public notices, correspondence and prepare internal financial spreadsheets.
• Maintain detailed list and records of Part I and III offences under the Provincial Offences Act.
• Report the outcome of Accessible Parking Permit Seizures to Service Ontario as required.

60%

• Provide assistance to the Director of Legislative, Building Parking and Transit Services to process access requests under the Municipal Freedom of Information and Protection of Privacy Act.
• Compliance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Provincial Offences Act and associated regulations.
• Collaborate with external agencies such as the OPP, Court Office and other agencies as required.
• Provide back-up administrative support to the Permits Clerk Technician in their absence.
• Maintain division files using SharePoint and ensure files are in accordance with the TOMRMS filing system.

10%

*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs.In addition, all necessary personal protective equipment must be used and maintained in good condition.

Minimum Qualifications

Education (degree/diploma/certifications)

• Two-year college diploma in Office/Buisness or Legal Administration.

Experience

• Thorough working knowledge of municipal by-laws, provincial legislation and Ontario Municipal Records Management System (TOMRMS) filing system.

Knowledge/Skills/Ability

• Po ssess the ability t o work in a team environment.
• Ability to communicate clearly and tactfully, verball and in writing.
• Ability to exe rcise a high level of independence with excellent organizational and time management skills to handle competing priorities.
• Strong interpersonal skills and ability to work in a team environment.
• E xcellent time management and ability to handle multiple priorities.
• Excellent computer skills using SharePoint, MS Office applications, including Word, Excel, PowerPoint, Email, and the Internet.
• Techniques for handling public inquiries and managing challenging situations in a professional manner.

Physical Demands

• Sitting, standing, or walking.Work is conducted in a standard office environment.

Position Requirements

• Valid Class ‘G’ Ontario Driver’s License and access to a reliable vehicle.
• A current and acceptable Criminal Record Check is required prior to the commencement date.

Position Classification

Department: Development Services and Engineering

Classification: IBEW Union - Clerical & Technical

Work Location: Orillia City Centre

Reports to (Direct): Dire ctor of Legislative, Building, Parking & Transit Services