Development Services Customer Service Clerk

Description:

This position provides customer service as the initial contact and administrative
support for the Development Services Department; coordinates initial response and
redirection of telephone enquiries and mail; provides community information;
receiving and set up of applications; provides assistance, guidance and direction to
internal and external customers related to application submittals; corporate record
management services for the department; and assists in the maintenance of the
property management system. Acts as Secretary Treasurer of the Committee of
adjustment.

Position Specific Duties and Responsibilities

1. Provide customer service via front counter, e-mail or telephone in responding
to enquiries/complaints; provide community information, performing initial
contact screening, call redirection, and performing record management of
incoming calls. Maintain and promote the public image and public relations
aspect of the Municipality with integrity, professionalism and deportment
when dealing with all matters ensuring confidentiality is maintained.

2. As Secretary-Treasurer for the municipal Committee of Adjustment, prepare
and distribute agendas, attend Committee meetings, provide minute-taking
and procedural support to the Committee. Provide appropriate notification for
applications as per the Planning Act and deed stamping service for severance
applications.

3. Assist in the required Planning Act application circulations, including
extracting data from GIS, mailings, records management and data entry.

4. Ensure that building permit, Ontario Building Code, zoning, civic address,
heritage, signage and related inquiries are appropriately dealt with or
referred by providing information, assistance and advice to the public.

5. Receives Building Permit, Planning, Heritage Permit Applications, process
fees and sets up application files.

6. Provide cursory review of Building permit submittals for substantial
completeness prior to acceptance and acknowledgement to customer,

contacting customers to obtain additional pertinent information not provided
with the initial submission.

7. Process fees for applications, code invoices, prepare minor agreements and
control and maintain accounting records for Development Services and
provide support for tracking of financial securities and invoicing relating to
developer customer accounts.

8. Maintain Building and Planning applications, projects, compliance letters,
fees, and activities within the property management system.

9. Process building permit applications and site packages after decision to issue
approvals completed by Chief Building Official (CBO). Various permits include
demolition, water/sewer connection, and other as authorized. Calculate and
collect fees based on established schedule.

10. Perform research and provide written and verbal responses and/or general
information regarding properties. For property inquiries and Compliance
Letters, co-ordinates information from Zoning By-law, other relevant
legislation and Municipal policy, with assistance from the CBO and Planners,
as necessary.

11. Prepare and distribute month end statistical reports relating to building and
construction activities for CBO, Financial Services, County of Grey, and
Statistics Canada, as directed. Prepare and distribute monthly and/or
quarterly reports for TARION and MPAC.

12. Coordinate civic addressing per departmental procedures and notify various
affected agencies.

13. Working independently within the guidelines set out by policy and
procedures, maintain effective and professional liaison with all levels of staff
and government, elected officials, contractors, consultants, developers,
regulatory agencies, community organizations, and the general public
regarding application progress, permit status, zoning by-laws, civic
addressing, heritage and sign permits, and general related inquiries.

14. Coordinate all records management functions for Development Services in
compliance with the TOMRMS system. Responsible for maintaining
permanent and non-permanent records and ensuring proper filing and
storage of all records.

15. Provide administrative support to the Director of Development Services and
Manager of Planning Services, which may include coordinating day-to-day
administrative functions, call screening and/or responding to calls as
applicable; process and; preparing documents/ correspondence; file
management.

16. Maintaining Development Services departmental information on the Municipal
CMS (Website).