Overview Provides administrative and customer service support to the Development Engineering Section; and provides back-up support to other administrative positions within Engineering Services.

Responsibilities Administrative Support/Customer Service:

• Provides administrative support to the Development Engineering Section, including the customer service centre and phone reception, correspondence, meeting and information session coordination, and minute taking.
• Acts as a liaison between section staff and consultants, homeowners and City staff/consultants regarding development issues (e.g., trees, driveway ramps, dust complaints). Forwards to appropriate staff or consultant as required.
• Arranges meetings/information sessions for internal and external contacts (e.g., Municipal Engineering Association), including scheduling, facility booking, agenda preparation, catering, and minute circulation.
• Checks Engineering Internet e-mail account daily; responds to inquiries, researches answers, or forwards as appropriate.
• Distributes workload among Project Managers and Technologists to ensure efficient handling of the following development-related tasks: curb cuts, damage deposits, demolition tracking, lawyer inquiries, pre-submissions, monthly
• Distributes subdivision initial and final acceptance request for Inspectors to review
• Prepares Subdivision Initial and Final acceptance letters, Engineering Agreements.

Financial Responsibility

• Maintains and monitors project budget spreadsheets.
• Verifies and processes consultant invoices and contractor progress payments. Maintains related spreadsheets and fills out material receipts.
• Calculates and processes a predetermined administrative fee for all new Plans of Subdivision.
• Reviews and verifies the final submission calculations for subdivision letters of credit (security). Prepares associated correspondence and follows established timelines.
• Collects payments; prepares and makes deposits.
• Administers, tracks and reports refunds and forfeits related to new service connections, Damage Deposits, Curb Cuts, Storm Connections (Sump pumps), Off-site works.

Data/File Maintenance

• Tracks site plans (AMANDA) to ensure other section staffs responds to requests in accordance with deadlines.
• Reviews project payment certificates, summaries, and release of holdbacks in database. Notifies consultants and contractors of discrepancies as required.
• Prepare and organize physical project files for transfer to off-site storage, ensuring all documentation is complete, labeled, and archived according to departmental records management protocols.

Other Duties

• Provides back-up to other Program Assistants within the division.
• Orders office supplies, performs mail sorting/distribution.
• Performs other related duties as assigned.

Education

• Grade 12 diploma plus up to 1 year of additional job-related post secondary education.

Experience

• 1-2 years of related experience including administrative coordination, handling cash, processing payments and bank deposits and customer service.

Skill Equivalency

Note: All interested applicants are encouraged to apply. In the event there is no successful applicant with the stated level of education and experience, other applicants will be considered if a combination of their education and experience meets the following pre-determined 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

• Excellent communication skills, both written and oral to effectively process, track, and/or calculate letters of credit, invoices, administrative fees, and payment certificates.
• Strong ability to use courtesy and tact, in order to act as a liaison between section staff, consultants, and homeowners, and answer or redirect calls from the general public.
• Strong analytical, problem-solving and mathematic skills with attention to detail and ability to input data accurately and efficiently.
• Ability to perform and prioritize work with minimal supervision.
• Ability to work effectively in a team environment.
• Skill in the use of a personal computer with the ability to use software programs such as Microsoft Office, Outlook, AMANDA, OnPoint, Corporate Database for Subdivision Acceptances, SAP, and PeopleSoft. Ability to support and project values compatible with the organization and to participate as an effective team member.
• Reliable with a good attitude and employment record.