Career Opportunity – Internal/External Posting

Planning Services Assistant

Community and Development Services

Closing Date:

Applications must be received by 11:59 PM, Sunday, July 6, 2025.

Position Summary:

Reporting to the Manager of Planning Services, the Planning Services Assistant will provide administrative and clerical support to the Planning Services department. This position provides excellent customer service, prepares agendas and minutes, coordinates activities, and provides initial support for planning applications and matters as required.

Key Responsibilities:

• Provide excellent customer service and be the first point of contact for Planning Services inquiries, including in person, email, written, telephone and online service requests.

• Liaise with property owners, contractors, engineers, architects, designers, lawyers and other internal departments and external agencies as needed.

• Assist with the administration and maintenance of the Cloudpermit software application.

• Assist with the processing of Committee of Adjustment applications, including:

  • Receive and review applications and fees.
  • Set up and maintain files.
  • Prepare and distribute agendas and minutes.
  • Attend meetings (after hours).
  • Notice and decision circulation.
  • Records retention.

• Assist with the processing of all Planning Act applications, including:

  • Provide initial intake and distribution of inquiries, requests and applications.
  • Receive and review applications and fees.
  • Set up and maintain files.
  • Notice and decision circulation.
  • Records retention.

• Act as Recording Secretary for the Committee of Adjustment and Planning Services staff meetings, including the preparation and distribution of agendas and minutes, and maintaining files.

• Provide administrative support, including correspondence, financial coding, and proofreading documents.

• Coordinate activities such as setup for meetings and open houses.

• Organize, scan, file and complete records retention maintenance for files and materials.

• Receive, circulate, and track requests pertaining to zoning, business licences, development proposals and other requests received from internal departments and external agencies.

• Assist in research and preparation of special projects, mapping, data collection, Ontario Land Tribunal hearings, presentations and displays.

• Assist in research of information for business licences, by-law enforcement and requests under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

• Assist Manager, Planners and other staff in the Planning Services department as needed.

• Process updates to the website as required.

• Comply with the Occupational Health and Safety Act, applicable regulations, as well as the Municipality’s Health and Safety Program.

• Other duties as assigned.

Qualifications, Knowledge, and Skills:

• Must have a two-year college diploma or equivalent in business administration, office administration, or a related field.
• Must have a minimum of one year of experience in an office setting, preferably in a municipal environment.
• Must have strong organizational and analytical skills, superior customer service, dedication, pride in work and a positive attitude.
• Must demonstrate excellent clerical, communication, and interpersonal skills.
• Must be proficient in Microsoft Office computer programs.
• Must be able to demonstrate the motivation, ability, and willingness to be a contributing member of the team.
• Experience in GIS mapping and financial software (Vadim) is an asset.
• Must possess a valid Ontario Class ‘G’ driver’s licence .

Hours of Work and Working Conditions:

35 hours per week, in an office environment. Some travel and attendance at evening meetings are required.

Employee Group:

Non-union.

We are pleased to accommodate any individual needs under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require accommodation throughout the hiring process, please contact Human Resources at 519-326-5761 ext. 1112 to make your needs known in advance.

Personal information on this form is collected under the authority of the Municipal Act, 2001, R.S.O. c45 and will be used to determine eligibility for employment. Questions about the collection of this information can be directed to the Manager of Legislative Services/Clerk, Municipality of Leamington, 111 Erie Street North, Leamington, Ontario, N8H 2Z9, Telephone: 519-326-5761