Planning and Development Assistant

Sturgeon County; Morinville; On-site; CAD 42,000 - 54,000; Full time

Job summary

Sturgeon County is seeking an on-site Administrative Clerk to support the Planning & Development department. You will handle clerical tasks, data entry, and front counter inquiries for residents, ensuring processes run smoothly.

The role emphasizes accuracy, confidentiality, and effective communication within a team and across departments, with a focus on customer service and records management.

Qualifications

• Post-secondary training or certificate in Office Administration.
• A clear Police Information Criminal Record Check is required.
• Minimum of 2 years of relevant clerical experience in a professional office setting.
• Ability to read, follow, and understand processes, procedures, and policies.

Responsibilities

• Types correspondence, agendas, minutes, reports, and related materials.
• Receipts payments for municipal goods and services and closes batches weekly.
• Performs data entry for indexing and document filing of internal referrals and development applications.
• Front counter duties: answers phone, email, and counter inquiries.
• Supports Development Officers and Technicians with inquiries and applications.
• Acts as Information Management contact and adheres to safety policies.

Skills

Strong organizational skills

Time management

Customer service

Analytical thinking

Professionalism and diplomacy

Written and verbal communication

Confidentiality and discretion

Microsoft Office proficiency

E-Site and GIS familiarity

Education

Office Administration certificate

Tools

Microsoft Office

Adobe Acrobat

E-Site

Content Manager

GIS

Job description

This position is primarily responsible for providing clerical support for the development component of the Planning & Development department, and a first point of contact for county residents. Secondarily, this position will also provide additional clerical support for the planning component of the department.

This is an on-site position.

KEY DUTIES AND RESPONSIBILITIES

Administrative (50%)

• Types correspondence, agendas, minutes, reports, and other related materials as required.
• Accepts and receipts payment for municipal goods and services and ensures that batches get closed on a weekly basis.
• Completes refunds as necessary for (e.g., lot grading and approach deposits).
• Accepts incoming mail for the department and distributes/addresses as needed.
• Creates and completes data entry for indexing and document filing of internal referrals, compliance certificates, development applications, enforcement complaints and other documents.
• Performs data entry of development applications as an E-Site Administrator.
• Compiles documentation for minor POPA information requests and Records Search.
• Completes and compiles documentation and issues Routine Records Search requests.
• Monitors and ensures that relevant development information on the County’s website is updated, as necessary.
• Performs data entry of development applications as an E-Site Administrator Enforcement.
• Assists with enquiries received from internal departments.

Development Permits (15%)

• Assists customers in understanding and completing development applications and ancillary applications (approaches).
• Supports the Development Officer(s) and Technician when responding to public inquiries and applications related to all development related matters.
• Processes Lot Grading Certificates in accordance with Lot Grade Procedure and refunds accordingly.
• Undertakes all development application referrals as required.

Safety Codes (15%)

• Assists customers in understanding and completing Safety Code (Building, Electrical, Plumbing, Gas and Private Sewage) applications.
• Undertakes monthly audit of Safety Code permits.
• Reviews monthly invoice of Safety Codes contractor for accuracy.
• Provides backup to contracted Safety Codes Assistant, entering all Safety Code permits.

Front Counter (10%)

• Covers the department’s front counter and accepts development and building permit applications, requests for compliances and approach applications.
• Answers telephone, email, and counter inquiries for the department.
• As appointed by Council as a Fire Guardian, issues fire permits as required.

Other Related Duties (10%)

• Provides back up and holiday relief for the Planning & Development Assistants.
• Supports a positive, proactive, innovative, professional, and customer first culture in the department.
• Coordinates departmental research of files in relation to Environmental Site Assessment information requests.
• Performs the duties of an Information Management Contact for the department.?
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.
• Completes special projects as required.
• Acts as witness for subdivision endorsements.

KNOWLEDGE, EDUCATION, QUALIFICATIONS, SKILLS, ABILITIES, AND EXPERIENCE

The following are required in this position:

• Post-secondary training or certificate in Office Administration.
• A clear Police Information Criminal Record Check is required.
• Minimum of 2 years of relevant experience in a clerical role or equivalent within a professional office setting if no formal training or certification in an equivalent Office Administration program.
• Ability to read, follow, and understand processes, procedures, and policies to perform work in accordance with expectations.??
• Ability to apply a forward-thinking approach while working to ensure that processes are efficient and operating as intended.??
• Strong organizational and time management skills with the ability to work independently, or in a multidisciplinary or team environment, understanding how to prioritize and complete high volumes of competing work, with a high degree of accuracy without additional support, review, and proofreading.
• Demonstrated ability to apply critical thinking, analytical thinking, ethical judgement, discretion, professionalism, and diplomacy.
• Flexibility to adapt to a demanding environment and maintain customer service standards and conflict resolution skills, with the ability to actively listen and communicate inclusively and respectfully, and to manage and resolve confrontational situations effectively.
• Able to handle confidential and sensitive information according to the Freedom of Information and Protection of Privacy Act and corporate guidelines.
• Proven ability to effectively communicate in writing or verbally, in a clear, objective, logical and sensible manner.
• Ability to maintain confidentiality when dealing with sensitive situations and/or information.
• Proficiency when using all Microsoft Office Programs (Excel, Word, and PowerPoint, etc.) and Adobe Acrobat suite applications.
• Ability to adapt to using multiple productivity applications such as E-Site, Content Manager, GIS or any other future database input and output applications.