Job Description

JOB TITLE: Supervisor, Administration & Information Services

DEPARTMENT: Planning, Building & Growth Management

POSTING NUMBER: 105505

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35 hour workweek

LOCATION: Hybrid Model \xe2\x80\x93 when working onsite, you will report to the location of Flower City Community Campus.

SALARY GRADE: 6

HIRING SALARY RANGE: $95,679.00 - $107,639.00 per annum

MAXIMUM OF SALARY RANGE: $119,599.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: July 5, 2023

CLOSING DATE: July 18, 2023

AREA OF RESPONSIBILITY:

Reporting to the Manager, Administration & Information Services, provides supervision to Building Division Administrative Staff, and oversees the daily delivery of Information Services. Responsible for developing and implementing guidelines and procedures, ensuring consistent practices are followed by staff. As the business evolves, partnering with the Manager to implement technology changes, support staff through these changes, and collaborate and assist with the implementation of ongoing efficiencies.

OPERATIONAL SUPPORT

• Supervise the daily activities of Building Administrative Staff.
• Acquire detailed knowledge of each activity performed by Building Administrative Staff in order to provide input for improvements and efficiencies, guide staff in troubleshooting issues, and as necessary, provide training and back-up for these activities.
• Support and develop guidelines and procedures, ensuring consistent practices are followed by staff, update and improve upon guidelines and procedures as processes evolve.
• Monitor office administrative activities including distribution of incoming mail and faxes, forms maintenance, printer support, etc., to ensure effective functioning of the office environment.
• Ensure that the customer facing areas are maintained in an organized manner.

STAFF LEADERSHIP

• Provide leadership and guidance in the daily direction of the Building Administrative Staff.
• Co-ordinate, schedule and assign work duties ensuring sufficient resources and adequate staffing to meet service levels and workload demands.
• Enforce and interpret collective agreements, policies and procedures, providing performance feedback and training as required.
• Foster a productive team environment by effectively solving challenges, building and motivating staff.
• Support staff as changes related to ongoing efficiencies and technology are implemented.

CUSTOMER SERVICE DELIVERY

• Responsible for ensuring that customer service (online, telephone, in-person, email inquiries) is delivered with timeliness and accuracy, and accountable for the smooth and efficient functioning of administrative responsibilities related to customer service delivery.
• Co-ordinate the daily customer service activities related to Permit Administration, Inspections Tracking, Zoning Services, Document Services, Municipal Addressing, and Financial and Statistical Reporting.
• Respond to escalated issues through effective investigation and conflict resolution.

PERMITS, INSPECTIONS, ZONING ADMINISTRATION PROCESSES

• Monitor the co-ordination of the administrative activities of building permit application intake and issuance, scheduling and tracking of inspections, and zoning services to ensure that service levels are maintained.
• Identify and develop processes that assist staff in efficiently and consistently processing all applications, reports and paperwork related to the administration of building permits, inspections and zoning, maintaining consistency in applying these processes.
• Oversee the fee collection process and preparation of the daily deposit.
• Oversee the verification and reconciliation process for residential development charges.

INFORMATION and DOCUMENT SERVICES

• Supervise routine disclosure of building permit documentation and property records by following the Municipal Freedom of Information and Protection of Privacy Act, Records Management and Building Division policies.
• Oversee processes related to document management (building permit documents and drawings, property records) which include physical and electronic records maintenance, in accordance with City and Building Division standards and the Retention By-law.
• Verification of daily financial balancing, and revenue and expenditure approvals
• Oversee processes related to the preparation of statistical reporting, including reconciliations and established report summaries within deadlines and reporting requirements

MUNICIPAL ADDRESSING

• Provide guidance and oversight to staff responsible for assigning municipal addresses, assisting in the application of guidelines and troubleshooting to find resolution to daily addressing issues.
• Monitor the status of the addressing assignment for development applications.

MANAGEMENT SUPPORT

• As requested, assist the Manager in all aspects of managing the staff and administrative processes and programs, including the development and support of technology improvements
• Provide regular communications to the Manager on daily operations.
• Provide back up for the Manager and Administrative Assistant to maintain service levels.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary degree or diploma in Business Administration or equivalent field.

REQUIRED EXPERIENCE:

• 3-5 years regulatory, enforcement or construction experience preferably in a public setting and unionized environment.
• 3-5 years supervisory experience.
• Ability to manage, guide and motivate staff.

OTHER SKILLS AND ASSETS:

• Thorough knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset.
• Solid Customer Service and Relationship Management skills; Interface with internal and external customers and stakeholders to meet corporate service standards.
• Solid Presentation skills; Facilitate concepts in a clear and concise manner.
• Solid Organizational skills; Detail orientated, well organized and able to prioritize complex tasks with critical skills.
• Solid Analytical skills for complex problem solving.
• Superior written and verbal communication skills.
• Computer proficiency in Microsoft Office and Database Applications.

**Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation\xe2\x80\x99s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #105505 by July 18, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select \xe2\x80\x9cprefer not to answer\xe2\x80\x9d as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant\xe2\x80\x99s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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City of Brampton