Planning & Development Administrator Assistant

at  Municipal District of Bighorn

SUMMARY:

This position provides administrative support to the Planning and Development Services department. This position is responsible for quantitative and qualitative research and analysis, policy and legislative interpretation, filing, answering inquiries from the public, and the preparation of reports, packages, agendas, and minutes. The majority of the Administrative Assistant’s time will be dedicated to planning and development responsibilities; however, some duties include providing support and backup to the Administration and Finance departments.
Hours of Work: Monday to Friday, 8:30AM - 4:30PM
Salary: Starting from $74,556

QUALIFICATIONS:

• Certificate in Business Administration, Planning, or related studies.
• Three (3) years of experience in related field or position.
• Competency in computer use, including Microsoft 365, Adobe Creative Suite, and Geographic Information Systems (GIS), and the ability to master new programs as required.
• Working Knowledge of GIS, including map production – considered an asset.
• Commissioner for Oaths in Alberta – considered an asset.
• Experience working with municipal records management software is considered an asset (i.e. PSD Citywide Permitting).
• Excellent time management and organization skills, along with adaptability in responding to unexpected or changing priorities.
• Strong public relations and communication skills, business acumen, and orientation towards performance and service.
• Knowledge and understanding of related legislation and regulations, and industry best practices, including the Municipal Government Act.
• Excellent data collection, research, analytical and problem-solving skills with strong attention to quality and detail.
• Knowledge and experience with FOIP legislation is considered an asset.
• Excellent written and verbal communication maintaining privacy and decorum where need be.
• Ability to explain technical information clearly and concisely to a non-technical audience.
• Ability to be creative and exercise sound judgment while managing multiple tasks and tight deadlines.
• Demonstrate excellent conflict resolution and stakeholder management skills.
• Ability to read and understand technical drawings related to planning and development, land use, and subdivision applications and projects.
• Able to work independently, with limited supervision.
• Enjoys working with people and has excellent public relations and people skills.
• First Aid Certificate is considered an asset.
• ICS 100 and ICS 200 – is considered an asset
• Valid Class 5 driver’s licence.

APPLICATION DEADLINE & SUBMISSION:

Submit your application with a resume and cover letter to Laure Wanlin: hr@mdbighorn.ca
The Municipal District of Bighorn is committed to building a workplace where everyone can succeed and belong. As a Signatory to the 2024 Bow Valley Workplace Inclusion Charter, we are working on multiple commitments this year to build an even more diverse, equitable, and inclusive team environment. We are an equal opportunity employer which fosters a multivariate diversity of current and prospective employees.
We value a wide range of skills, experiences, and backgrounds and encourage all qualified candidates to apply. We are working to eliminate barriers for applicants and team members from equity-seeking groups. If you can’t apply online or need an accommodation during the application or hiring process, please contact hr@mdbighorn.ca
Job Types: Full-time, Permanent
Pay: From $74,556.00 per year

Schedule:

• Monday to Friday

Work Location: In person
Application deadline: 2025-02-0

DUTIES AND RESPONSIBILITIES:

• Receives and responds to enquires regarding Development Permits, Compliance Assessments, Planning FOIP requests, and general planning processes.
• Maintains digital land files, acquires land titles and registered instruments, AbaData Maps, Abandoned well maps, submits requests for invoices, and other related documents as required.
• Provides assistance to the Planning and Development Services department and contractors as needed by performing planning, reporting and implementation of initiatives related to Permitting, drafting advertisements and public notifications, completing mailouts, preparing and filing correspondence, etc.
• Specific duties include:
• o Answers telephone, front counter, and e-mail enquiries from the public regarding planning, development, and subdivision matters.
• o Tracking Development Permit files to ensure files are up to date and assisting with reminder notifications for renewals or expired permits.
• o Maintaining Development Permit and Subdivision digital records, as required.
• o Filing of correspondence in digital Development Permit files and land files.
• o Uploading permit decisions and other notifications to the MD’s website.
• o Preparing advertisements and public notifications for local papers and ensuring ads are properly displayed; and
• o Planning-related File retrieval from archives.
• o Collaborate with the Communications Coordinator to maintain the Planning and Development Services webpages on the MD’s website.
• o Creates and updates planning, and development information and notices as provided by the Planning and Development Services Staff.
• o Responds to enquiries and information requests from members of the public and municipal staff, referring more complex matters to other Planning and Development Services Staff.
• Serves as a Commissioner for Oaths to – administer Oaths, take and receive Affidavits, Affirmations, or Declarations, attest the Oaths, Affidavits, Affirmations, or Declarations.
• Supports Planning and Development Services department’s IT needs (creating service tickets, planning inbox email management, booking on-line appointments, organizing, and maintaining digital planning folders).
• Assists with the preparation of updates to the Municipal Development Plan, the Land Use Bylaw and other statutory documents as required; and ensure that documents available to the public are both current and accurate.
• Receives Development Permit and Subdivision applications at front counter or by email, with date stamp and receipting application fees on the MD’s financial system.
• Deems Development Permit applications as accepted after an initial review and collection of all outstanding primary supporting documentation.
• Develops location maps and adjacent landowner notification maps for other all Subdivision and Development Permit files to support other Planning and Development Services staff.
• Create, refer, and finalize civic addressing for new developments and subdivisions.
• Supports regular progress reporting on Development Permits by collecting and collating information and updating tracking documents for the Municipal Assessor.
• Assists Planning and Development Services Staff with the preparation of permits, providing access to planning files and other corporate documents as needed.
• Assists with the research and analysis of regulations, procedures, and statistics, and prepares reports as directed by the Director of Planning and Development Services or the Manager of Planning and Development Services.
• Ensures the filing of documents into digital property files as they are received.
• Assists with the mail out of assessment and taxation notices.
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• Prepares monthly and annual Development Permit and Subdivision statistic reports for the Director of Planning and Development Services

MUNICIPAL PLANNING COMMISSION RESPONSIBILITIES:

• Attendance at all Municipal Planning Commission meetings is required.
• Compiles agenda packages and recording of meeting minutes for the Municipal Planning Commission.
• Responsible for live streaming of the Municipal Planning Commission meetings.
• Responsible as the Secretary to the Municipal Planning Commission:
• o Schedule all meetings and share calendar invitations with members and applicants;
• o Manages the Municipal Planning Commission member contact list;
• o Corresponds directly with the Municipal Planning Commission members; and
• o Prepares annual training materials for the Municipal Planning Commission.
• Produces slides for all Municipal Planning Commission meetings – specifically to support files being presented by other Planning and Development Services staff.

OTHER RESPONSIBILITIES:

• When requested, assist with and actively engage in MD public engagement activities, including but not limited to, attending and facilitating activities at public open house events, managing public engagement surveys, and working collaboratively with third-party consultants.
• Actively participate in support, coaching, and mentorship provided by other Planning and Development Services staff to achieve set professional development goals and improved performance.
• Actively participate in working towards effective and efficient service delivery within the functional areas of Planning, Subdivision, and Development to the public.
• Performs the responsibilities and accountabilities as assigned in the Municipal Health and Safety Program.
• Performs the duties assigned in the Municipal Emergency Plan.
• Performs any other duties as assigned by the Director of Planning and Development Services or the Manager of Planning and Development Services.