Temporary Administrative Assistant 6, One Stop Development Shop

Position Overview:

The City of Saint John is actively recruiting for a two year term position as Administrative Assistant for the One Stop Development Shop. Reporting to the Manager, Customer Service & Operations in Growth and Community Services, the position is responsible for a variety of administrative duties to provide the necessary support to the management team, front line customers, Council Committees, as well as all departmental staff. The position is primarily responsible for providing front line support to customers and support to the various programs and services delivered by the Service area, ensuring services are being provided in an efficient manner and processes are meeting service area targets.

Key Responsibilities:

Ensures the efficient and effective operation of the ONE Stop Shop front counter by:

• receiving, directing, and screening visitors, telephone calls and email inquiries while providing a high quality of customer service to ensure a timely response to service area requests;

• intake of various permit applications and processing of various Departmental development applications, fees and deposits, providing cross service area support for all aspects of the One Stop Development Shop;

• reviews, inputs data for various Departmental applications and tracks applications through the approvals process. Consults with technical team on front counter inquiries;

• updates and maintains database and filing systems (paper and digital) for all services related to the department;

• ensuring all external communications are monitored and updated as required including voicemail, email inboxes, website, and photo libraries;

• acts as a back-up for other Administrative Assistants in the Department on an as-required basis.

Supports the Commissioner, Deputy Commissioner and Departmental Committees of Council including the Planning Advisory Committee and Heritage Development Board, often outside of core office hours, by providing essential administrative support by:

• organizing, attending, taking minutes, preparation and distribution of agenda packages and ensures follow-up;

• performing online or other research undertakings to support the management team and right to information requests;

• composes and/or types a variety of correspondence, memorandums, reports and presentations on behalf of the Department’s service areas;

• providing support as required to quality control, formatting and timely submission of Departmental reports and bylaw amendments to Council or Committees of Council;

• preparing service area reports related to development activities, service area targets and other service area functions including but not limited to revenue generation, economic development and intergovernmental affairs.

Ensures legislative requirements are being met with respect to planning and development processes by:

• handling of public notice requirements and advertising;

• preparing mailing list for legislatively required Departmental notifications and mail outs and correspondence related to compliance matters;

• updates and maintains spreadsheets for Departmental grant programs including but not limited to Heritage Program Grants and Development incentive grants and the release of grant monies.

Assists with the development and implementation of Service area or corporate engagement with the public, clients, stakeholders, partners and/or City staff by:

• providing support on engagements including coordination of schedules, meeting rooms and venues, advertising, agenda preparation, catering and meeting organization;

• attending meetings, often required outside of core office hours, to support effective meeting operations; and

• prepares and keeps updated promotional and customer service communications on behalf of the Department.

Provides budget administration support and payroll support by:

• entering purchase/contract requisitions and receivers into the system and preparing payment vouchers;

• preparation of requests for invoices, balances and requests replenishment for petty cash and verifies individual corporate card purchases;

• provides payroll administrative support including input of payroll time entry;

• assists with the preparation of the annual budget; and

• compiles data from diverse sources for annual presentations to Common Council, service based budget and annual reports.