Reporting to the Director of Planning and Director of Operational Services, the Planning and Engineering Services Coordinator works in a multi-disciplined environment, performs advanced administrative functions and provides senior level support to both the Planning and Engineering Departments.

Responsibilities:

Performs variety of complex clerical duties and technical work related to a broad range of engineering and planning services including preparation of contracts, tender documents, proposals, development permit applications, reports and manuals
Coordinates & liaises with other departments in services related to municipal cemetery records and burials in accordance with Cemetery bylaws and Cremation, Interment and Funeral Services Act; responds directly to funeral service providers and assists public with cemetery record inquiries, interments and memorial arrangements within the municipal cemetery
Responsible for maintaining contact data base and distributing information related to special programs initiated by departments such as Windrow Removal Program or Turbidity Campaign
Under the direction of the Engineering Technician performs data entry and retrieval related to maintaining and updating City assets and infrastructure data for inclusion in GIS and Asset Management Systems; uses GIS to respond to requests for information from public and other departments
Contributes to research and development of Safety Management System and safety training program in compliance with requirements of WorkSafe BC
Contributes to development and implementation of standard operating procedures through collection of on-site data, research and staff input; designs and compiles data into Public Works Manual
Develops, updates and distributes multimedia department publications such as brochures, advertising, annual program updates, website information, social media releases, radio advertisements
Maintains department records/filing systems including paper and digital documentation, engineering drawings & mapping for current & archival filing systems
Inputs and maintains computerized task management system for department functions
Receives development permit applications, undertakes initial review for completeness and responds to incomplete applications
Organizes meetings, prepares and distributes agendas, minutes and information for department staff and committee or advisory groups
Acts as administrative liaison and coordinator for special projects including internal and external organizations;  organizes and coordinates public consultation events including preparation and distribution of public engagement materials
Assists with preparation and distribution of public notices and advertising to meet requirements as set out in the Community Charter and LGA
Provides occasional backup relief to Maintenance Management Clerk position
Provides front desk relief to the Financial Services Department during peak times or staff shortages
Other miscellaneous job related duties as assigned

Core Competencies

The following knowledge, skills and behavioral attributes are necessary to meet the performance requirements of this position.

Excellent verbal and written communication skills
Advanced levels of proficiency in Word, Excel and Microsoft Office applications
High degree of accuracy and attention to details
Familiarity with municipal bylaws related to planning and engineering services
Ability to self-direct workloads to meet multi department deadlines & priorities and carry out tasks without detailed instructions
Strong interpersonal skills and ability to work well with staff, co-workers, peers and managers
Demonstrates knowledge of techniques, skills, equipment, procedures and materials related to job functions and responsibilities
Excellent organization and time management skills

Qualifications:

Grade 12 education or equivalent;
Completion of a two (2) year Diploma or Certificate program from a recognized institute in Land Use Planning, Business or Office Administration; and
Minimum of three (3) years’ experience performing advanced clerical and administrative duties in support of a planning or engineering department preferably in a local government context.

Or

Grade 12 education or equivalent;
Certificate in Administrative Studies (Administrative Assistant Specialty) (minimum one year credit program) and completion of two MATI (Municipal Administration Training Institute) courses: (1) MATI Foundations and (2) MATI Community Planning for Local Government; and
Minimum of three (3) years’ experience performing advanced clerical and administrative duties in support of a planning or engineering department preferably in a local government context.

Benefits will be in accordance with current CUPE Collective Agreement.  Hourly salary rate for this position is $30.98(pay rate is under negotiation).  Detailed applications containing resume and references should be received by 4:00 P.M. , October 16,  2015 and be addressed to: