Opportunity

Reporting to the Manager of Planning, the Planning Clerk is responsible for administrative support for the Planning Division. This position facilitates the operations of the Division through effective communications, records management, filing, work processes and other information as required.

Responsibilities

• Act as the first point of contact for members of the public over the phone, by email and in person at the planning counter to answer questions and book meetings. 
• Assist the department with the preparation and circulation of all planning applications, maintain indexes and tracking software.
• Register site plan agreements, consent agreements and deeming by-laws under the general direction of the Manager of Planner.
• Provide administrative support to the Planning Division including special projects and planning related matters. 
• Complete records management duties including scanning and electronic filing of correspondence, and work with the Planning Services Assistant on an ongoing basis to maintain TOMRMS records management system for the department.
• Regular updating of the Land Information System Application.
• Complete certificates of no appeal for Minor Variance and Zoning by-law applications.
• Manage meeting calendars, create and send meeting packages; prepare public notices and property owner verifications.
• Responsible for coordinating, scheduling and managing Zoom meetings for Committee of Adjustment and Planning Committee.
• Provide MPAC the information required to determine the parkland value assessment cost, once determined provide to owner and applicant and take the payment.
• Related duties as assigned.

Knowledge, Skills and Experience

• Ontario Secondary School diploma or equivalent.
• 1 year post secondary certificate in a related field (i.e. Office Administration, MS Office, GIS Mapping, etc.)
• 2-4 years experience in a related field.
• Valid Ontario Driver’s License.
• Strong technological proficiency including but not limited to; MS Office, GIS mapping, and point of sale systems.
• Familiarity with the municipal environment, Planning Act and/or Building Code would be considered an asset
• Strong organizational, communication and interpersonal skills.

Accommodations If you require disability-related accommodation to participate in the recruitment process, please advise the Human Resources department as soon as possible. Accommodation may be provided in all steps of the hiring process. Freedom of Information Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection.

About the Township of Muskoka Lakes

Work where others vacation. Nestled in the District Municipality of Muskoka, the Township of Muskoka Lakes delivers an exceptional quality of life without the big city stresses. This premier outdoor recreation region is home to welcoming small communities and supports a four-season lifestyle – providing more time for family and personal pursuits, and the opportunity to live and work in the same stunning environment, all within a 2.5-hour drive from Toronto.

Why Join Our Team

The culture at the Township of Muskoka Lakes is upbeat, positive and collaborative. Working for a municipality offers the opportunity to make a visible impact in your community. The Township of Muskoka Lakes is dedicated to providing a professional, safe, and inclusive workplace where employees are supported to achieve their full potential. The Township of Muskoka Lakes strives to be an employer of choice for strong talent dedicated to serving our community, and offer the following:

• 100% employer-matched defined benefit pension plan with OMERS.

•Staff recognition and appreciation programs.

• Interesting, varied work with the opportunity to gain experience across multiple disciplines.

Position Overview

Reporting to the Fire Chief, the Administrative Assistant provides administrative, financial reporting and technical support to the Fire and Emergency services department. Process requests for burn permits and assists the public with general inquiries and liaises with firefighters to ensure excellent communication. This is a 12 month contract, beginning in December with the possibility of extension. 

Summary Of Responsibilities

• Act as the first point of contact for the public to the Fire department by ensuring that each person is assisted and directed to the appropriate service, in an efficient, friendly and timely manner.

• Manage a large amount of firefighter data daily by reviewing and entering call response and firefighter activity data in Fire Pro software system

• Responsible for paper filing and data entering firefighter information into Fire Pro such as training, certificates, personal information changes, etc.

• Prepare and review quarterly payroll reports from Fire Pro system to ensure all time is recorded accurately.

• Maintain firefighter contact information including address, e-mails, telephone and fax lists for department and firefighters.

• Order bulk supplies such as water and public education materials.

• Compile public education packages for events as requested.

• Provide fire report file search to identify property deficiencies recorded in Property Files, Lisa Program and Laser Fiche. Invoice the requestor.

• Issue burn permits; collects fees, issue receipts; and prepare and maintain the associated databases

• Assist with the preparation and distribution of correspondence, staff reports, by-law updates, and contract and procurement documents.

• Prepare invoices for the District of Muskoka for false alarms, motor vehicle accidents, etc.

• Record and send data from fire calls to the Ministry of Natural Resources and HIRA (District Office)

• Provide administrative support for the Joint Health and Safety Committee and District Chiefs Meetings. Coordinate meetings, agendas, minutes and training as required.

• Follow the bylaw related to records management and maintain current knowledge of records management principles for all records generated. Store, locate and research departmental archives as requested.

• Receive firefighter bunker gear for cleaning and inspection, using safety protocol. Send for professional cleaning.

• Liaise and provide assistance to other departments on an as required basis to ensure coordination and consistency of approach on corporate initiatives.

• Undertake special projects and assignments as requested.

• Participate in corporate committees and teams as required.

• Other duties as assigned.

Knowledge, Skills and Experience

• Ontario Secondary School Diploma or equivalent.

• Post-secondary certificate in a related field, or equivalent experience.

• Minimum 3-5 years’ experience in an administrative role.

• Excellent communication and diplomacy skills both written and verbal.

• Strong technological ability and experience; Excel, databases, financial software, etc.

• Ability to manage confidential information and practice discretion with sensitive information.

• Valid Ontario driver’s license, class G

• Excellent verbal and written communication skills

• Demonstrated ability to perform in a proactive manner and plan, prioritize and balance multiple responsibilities and priorities.