Public Services Assistant

at  City of Markham

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.
Applications are now being accepted for the above position in the Access and Privacy Department, Corporate Services Commission. While all applications will be received, current members of CUPE 905 (Inside Workers) will be given first consideration. To apply, please submit your cover letter and resume on-line by January 29, 2025.
Please note the salary range is based on 2023 rates.
This position requires in-office attendance 5 days a week at the Markham Civic Centre.

JOB SUMMARY

Provides customer service and administrative support to the department. Provides prompt customer service in response to inquiries in accordance with city policies and legal and regulatory requirements.

REQUIRED SKILLS & COMPETENCIES

• College Diploma or Trade Certification
• Completion of Business or Government Administration courses
• 1 to 3 years of general administration and customer service, preferably in a government / public sector environment.
• Microsoft Office / 365 (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, etc.)
• Experience working with specialized software (e.g., Class, AMANDA, etc.) would be an asset.
• Interpersonal, oral, and written communication, and presentation skills
• Organizational and multitasking skills with attention to detail

• Provides prompt customer service in response to internal and external inquiries. Provides clear explanations of related legislative requirements for services provided by the department.
• Processes and issues marriage licenses under the Marriage Act. Processes and issues clearance letters (e.g., for liquor and lottery licenses, film and wedding photo permits, civil marriage service reservations, etc.) to meet legal and regulatory requirements.
• Reserves wedding chapel, room, photo permit, and external officiant services.
• Reviews and processes applications for room booking request by external groups for Council Chamber.
• Liaises with applicable departments to review and obtain film permit application approvals.
• Provides notice to police, ambulance, by-law enforcement officers, roads, and parking staff.
• Liaises with applicable departments and any necessary external agency to review Municipal Clearance Letter applications and obtain approval; liaise with members of Council during summer recess to obtain approval.
• Liaises with applicable department staff in regards to hearing room reservations for the Local Planning Tribunal
• Prepares council meeting schedules and publishes on the City’s website.
• Provides general office administration support.
• Prepares corporate records (e.g., by-laws, committee agendas, reports, minutes, etc.) for distribution to customer.
• Inputs accurate application data into database; prepares and processes invoices.
• Receives, logs, and tracks incoming correspondence in the department database.
• Orders and maintains an inventory of office supplies.
• Prepares and maintains and inventory of provincial forms.
• Posts and removes materials on public bulletin boards.
• Receives and stamps tender envelopes.
• Prepares and provides weekly facility usage reports.
• Regularly updates the City’s website with Council / Committee calendars and meeting schedules. Prepares weekly four-week rolling corporate calendars to ensure that meetings (e.g., Council and Standing, Advisory, and Regional Committees) are accurately recorded.
• Serve as back-up to Licensing Officer in receiving and processing applications for lottery licences and proclamations and flag raisings in accordance with City policies.
• Coordinates, advises, and trains staff on the use of the online reservation system.