Overview

Provides administrative support and front-line customer service for the Building Division. Acts as a liaison between the public and Municipal Building Officials (MBO); provides administrative and financial support to the Building and Planning Divisions.

(This position is under review)

Note: This position requires the candidate to work 5 days a week in the Customer Service Centre.

Responsibilities

• Communicates and responds to telephone, email and counter inquiries as main front line contact for department. 
• Provides administrative support for the Building Division. 
• Uses AMANDA system to research permit status for applicants and Building Division staff. 
• Uses On-Point System to research customer inquiries regarding property information. 
• Collects payment for permits, Damage Deposits, Rebates, Development Charges where applicable.
• Organizes division telephone and computer requests for staff changes.  
• Updates department circulation lists, forms, and Information Contact Manual on ongoing basis. 
• Restocks and maintains office and equipment supplies for Building and Planning Divisions. 
• Orders supplies, stamps, flyers, pamphlets, and forms for division. 
• Responsible for petty cash, collection of non-sufficient funds (NSF), running financial reports and daily deposits for Building and Planning Divisions. 
• Collects fees, issues permits, schedules inspections, logs building and grading complaints, and processes the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) requests for property surveys. 
• Records meeting minutes for monthly Waterloo Region Homebuilders Liaison Committee. 
• Provides back-up support all areas of department.
• Perform other related duties as assigned.

Education

Grade 12 diploma plus up to 1-year post-secondary job-related courses.

Experience

• Minimum 1 year of related experience in administrative support such as answering inquiries and processing payments.

Skill Equivalency (if applicable)

Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency:

• Grade 12 Diploma with minimum 2 years related and relevant experience OR
• 2-year Diploma (or 2-year Specialized Post-Secondary Program) with minimum 6 months related and relevant experience.

Additional Requirements

Knowledge, Skills, and Abilities

• High level of accuracy and well-developed keyboard skills.
• Highly proficient in the use of Microsoft Word, Excel and Powerpoint. 
• Proven excellent communication and customer service skills to effectively handle a high volume of inquiries from the public, builders, consultants, councilors and other staff in a courteous and professional manner. 
• Demonstrated organizational, administrative and job planning skills consistent with the requirements of the position and be able to work independently and meet deadlines. 
• Strong written and verbal communication skills. 
• Ability to meet deadlines throughout the day while handling multiple disruptions being located in an open concept environment. 
• Ability to support and project values compatible with the organization and to participate as an effective team player. 
• Reliable with a good attitude and employment record.