Job Overview
The Planning & Development Assistant provides administrative, clerical, customer service, and communications support to the Planning and Development department. This role supports departmental operations, project coordination, records management, website content updates, and general advertising to ensure efficient service delivery and public awareness of departmental programs and services.
General Administrative Support
- Provide administrative support and correspondence for departmental operations, projects, and initiatives.
- Perform data entry, document preparation, records and file management, and mail distribution.
- Maintain departmental supplies and inventory.
- Monitor and maintain departmental email and resident inquiries.
- Assist with special projects and short-term initiatives.
- Respond to any Planning and Development related Search of Records Requests.
- Generate and submit monthly Planning reports through E-site for internal use.
- Provides front desk reception coverage on an as-needed basis, ensuring continuity of customer service and administrative support.
- Maintain and update Planning and Development applications and brochures
Application Processing & Financial Administration
- Receive and process permit applications, compliance certificates, and associated fees.
- Ensure accuracy, completeness, and proper tracking of submissions.
- Assist with payment processing, receipting, and reconciliation support.
- Assist with Adjacent Landowners’ notifications pursuant to County policy.
Records Management & Information Systems
- Maintain and update departmental records and databases in accordance with corporate policies.
- Ensure compliance with records management standards and privacy legislation.
- Support document tracking and retrieval processes.
- Contributes to the preparation of monthly reports to Council specific to administrative functions of the department.
- Assist in the preparation of Accounts Receivable (AR) requests and pursuing the collection of outstanding receivables as it relates to Planning and Development.
- Assist in the processing of Accounts Payable (AP) invoices for the Planning and Development department.
- Assist in the reconciliation of Safety Code invoices and revenue as well as Alberta Land Title reconciliation.
Customer Service & Front-Line Support
- Provide reception and front counter coverage as required.
- Respond to inquiries from residents, developers, and stakeholders.
- Direct inquiries appropriately and provide general information on departmental services.
Website & Communications Support
- Maintain and update Planning and Development content on the County website to ensure accuracy and timeliness.
- Assist in preparing and posting public notices, application notices, and service updates.
- Support the development of general advertising materials, including notices, brochures, and digital content.
- Coordinate with internal departments to ensure consistent messaging and branding.
- Assist the Economic Development Officer with general advertising and marketing.
Other Duties
- Perform other related duties as assigned by the Planning & Development Manager.
Qualifications
Education and Experience:
- High School Diploma with a minimum of three (3) years of related administrative experience.
- Post-secondary training in Office Administration or related field is preferred.
Skills & Attributes:
- Strong organizational and administrative skills with attention to detail.
- Excellent customer service and interpersonal communication skills.
- Ability to manage multiple tasks and deadlines in a demanding environment.
- Proficiency in Microsoft Office/Microsoft 365 applications.
- Knowledge of records management practices and privacy legislation.
- Ability to work independently and collaboratively.
Preferred Skills
- Experience in a municipal or public sector environment is an asset.
- Experience with website updates or communications support is an asset.
- Membership or eligibility for the Alberta Municipal Clerks Association.
- Familiarity with rural municipal planning contexts.
Benefits:
- Company pension
- Dental care
- On-site parking
- Paid time off
Work Location: In person
