Development Clerk - Community Infrastructure and Development

(Regular)

Competition #:
92-COV-23

Closing Date:
Internal applicants ? May 11, 2023
External applicants ? May 18, 2023

Rate of Pay:
$31.90 per hour (as per CUPE, Local 626, Vernon Civic Employees Collective Agreement)

Band:
5 ? Schedule A (as per CUPE, Local 626, Vernon Civic Employees Collective Agreement)

Days/Hours:
Monday to Friday / 35 hours per week.

Reporting to the Manager, Building and Licensing, this position performs comprehensive clerical work in support of development and Council reports, under limited supervision.

Duties Include:

• Acts as main point of contact for the Division, answering telephone and in person inquiries and complaints, providing information and directing inquiries, as appropriate.
• Provides assistance to the Division in the preparation and processing of documents and ads as per the Council report cycle. Ensures statutory requirements are adhered to, Division standards are maintained, and tracks to ensure deadlines are met.
• Prepares mail merges using Tempest/Land software, prepares letters and copies attachments ensuring content is accurate and complete. Processes mail outs and tracks process to ensure statutory requirements and deadlines are adhered to.
• Types and formats documents, including letters, Council reports and memos, ensuring deadlines are met.
• Compiles referral packages, including creation of required maps, and distributes completed referral packages to recipients ensuring deadlines are adhered to. Receives and files referral responses ensuring that requirements for file copies are met.
• Updates and completes tasks in Tempest/Prospero pertaining to development applications and permits.
• Processes correspondence including, but not limited to permits, Preliminary Layout Reviews, addressing notifications and Engineering Service Reports to staff, external agencies and stakeholders.
• Acts as Finance router, responsible for creating requisitions, processing Standing Purchase Orders and back filling invoices, and processing and tracking ICBC Road Improvement Grant account receivable requests.
• Assigns Outlook tasks to staff relating to inquiries, and follows up on outstanding tasks to ensure their completion to maintain Divisional customer service standards.
• Maintains an up-to-date Council Agenda Tracking Status spreadsheet for the Division.
• Organizes and schedules Development Review Group meetings, drafts agendas and compiles attachments and distributes accordingly.
• Coordinates Council reports for the Advisory Planning Committee with the Records/Committee Clerk and Division staff. Forwards completed reports to the Clerk, ensuring deadlines are met.
• Creates and maintains records as a designated Division Superuser for the City?s electronic records management system (Laserfiche). Troubleshoots and assists staff in maintaining records.
• Researches and compiles documents for the Division, ensuring information is forwarded to the appropriate delegate or agency to fulfill legal requests.
• Registers completed development permits and development variance permits with Land Title and Survey Authority of BC (LTSA).
• Acts as Jostle Ambassador, responsible for publishing articles, briefing new staff on the Jostle platform, and updating Division profiles when onboarding and off-boarding staff.
• Updates Planning resource, Zoning and OCP Bylaw binders and associated maps. Updates the City website with Divisional edits.
• Maintains the Division calendar, creates and maintains standard operating procedure flowcharts, receives and distributes mail, couriers documents, and orders supplies.
• Provides a full range of clerical and administrative support for the Division.
• May provide coverage for the Building Counter Clerks and the Records/Committee Clerk as required.
• Performs other related duties, as required.
• All persons employed by the City of Vernon will be required to assist the City in providing emergency services. Duties assigned during an emergency may differ from regular duties.

Required Education and Experience:

• Completion of an Office Administration or Public Administration certificate or equivalent education.
• Minimum 2 years progressive clerical and administrative experience in a government or related organization.
• An equivalent combination of education and experience may be considered.

Required Knowledge, Skills and Abilities:

• Effective oral and written communication skills with a sound knowledge of language, spelling, punctuation and grammar.
• Working knowledge of office procedures, functional terminology and departmental regulations.
• An understanding of statutory and legislative requirements pertaining to the preparation and processing of documentation for Council Public Hearings and Public Input Sessions.
• Knowledge of municipal records and filing management procedures.
• Well-organized, detail oriented, multi-tasker, able to work effectively under time constraints with minimal guidelines and supervision.
• Flexible and able to prioritize work in a fast-paced environment, working to deadlines.
• Excels under pressure and possesses considerable diplomacy and interpersonal skills.
• Skilled production of neat, accurate typing of 55 correct words per minute.
• Exercises courtesy, tact, diplomacy and some persuasion in the exchange of information with other City employees, and the employees of private companies and members of the general public.
• Communicates effectively orally and in writing.
• Proficient in the use of a computer and Microsoft Office Suite, Visio, Laserfiche, Tempest, Vadim (iCity), Cityworks, e-Das, Sync.com, and LTSA registration.

To Apply:
Please submit your resume, quoting the appropriate competition number to: Human Resources, City of Vernon, using one of the following methods:

• Online at www.vernon.ca (In MS Word or PDF Format) or
• By Fax: (250) 550-3551

Internal Applicants:

• Internal applicants are asked to complete the Internal Application Form located on Jostle and forward this along with a resume.
• This position may be considered as a Development Opportunity, pursuant to Article 9.03 of the CUPE, Local 626, Vernon Civic Employees Collective Agreement.

By making application, you are authorizing the City of Vernon to verify, through whatever means deemed appropriate, any information included in your applicant profile.

The City of Vernon wishes to thank all applicants; however, only those candidates selected for an interview will be contacted. No phone calls please!
Education : Other trades certificate or diploma
Experience : 2 years to less than 3 years