Employment Status: Regular Full-Time
✓ Pension ✓ Dental Insurance ✓ Disability Insurance ✓ Health Insurance ✓ Life Insurance
✓ Weekdays
Administrative Assistant III - Integrated Planning & Public Works (IPPW)
Competition Number: 25003
Primary Work Location: Waterloo City Centre
Posting Status: Internal & External Job Posting
Salary Range: $60,457.00 - $75,570.00 (Band J - Under Review)*
Number of Positions: 1 (Current Vacancy)
Employment Group: Staff Association
Job Status: Regular Full Time
Posting Release Date: June 8, 2026
Hours of Work: 35 hours per week
Posting Closing Date: June 16, 2026
The City of Waterloo is a rewarding place to work. Each day, you will support and/or participate in the delivery of services that impact residents of this city, making it a great place to live, work and play for everyone.
Home to two world-class universities, a top-ranked college, a tech ecosystem, entrepreneurs and small businesses, there is a readiness to do things differently in Waterloo. Our vision is to be a leader in sustainability and to build a future-ready community for all. We are committed to workplace wellbeing and providing an inclusive, safe and enjoyable work environment.
For more information about the City of Waterloo’s Strategic Plan, Vision, Values & Guiding Principles, please click here: City of Waterloo 2023-2026 Strategic Plan.
What we offer:
- Supportive and caring organization that promotes respect, inclusivity, sustainability, health, safety and wellness.
- Dedication to the organization’s commitment for Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey.
- A commitment to environmental sustainability as demonstrated in many plans and policies. For example, we are working towards reducing our corporate greenhouse gas emissions to net-zero by 2050, with real progress underway.
- Certification as a Living Wage Champion with fulsome employer-paid benefits package (extended health and dental care), including paid sick days, long-term disability, life insurance, Employee and Family Assistance Program and Maternity/Parental Leave Top-Up.
- Defined Benefit Pension Plan (OMERS) eligibility for all employees.
- Up to 10 paid Reservist Leave days per year, with single contribution OMERS buyback option for any unpaid time.
- Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime.
- Easy and sustainable commuting options through the TravelWise program, which offers public transit discounts and a dedicated carpool network for employees.
- Substantial internal and external training and development opportunities along with opportunities to get involved and give back to the community.
- Enjoyable employee-wide events, activities, site visits, BBQs to connect with co-workers.
- Complimentary FitPass for access to leisure, swim, and fitness drop-in programs for employees and family members.
…And so much more!
What you will do:
Reporting to the Director of Planning (or Manager delegate), your primary responsibilities will include, but are not limited to, the following:
- Provide front-line customer service (telephone, email and front counter) for the Planning Division by promptly responding to inquiries.
- Provide general information to the public on planning-related processes and by-laws, and promote compliance of same.
- Provide general administrative support to the Planning Division. This may include preparing agendas, taking meeting minutes, maintaining webpages, compiling statistics, maintaining general email and voicemail, assisting in the preparation of educational materials, and organizing meetings for staff including ordering of catering as required.
- Provide administrative support to the Director of Planning and the Planning Management Team.
- Provide administrative support for City Committees, such as the Committee of Adjustment, Site Plan Review Committee, Sign Variance Committee, Municipal Heritage Committee as required.
- Provide administrative support on staff reports, correspondence, and presentation materials. This may include editing, formatting, proofreading, and ensuring compliance with AODA accessibility requirements.
- Provide administrative support for community consultation and engagement initiatives. This may include circulation of required documents to prescribed persons and agencies, preparing mailouts and handouts, preparing comment forms, sign-in sheets, and display boards, assisting with newspaper ads and project signage, and managing website and electronic media (e.g., Engage WR) as required.
- Provide property specific administrative support, such as researching and documenting the history of a property.
- Provide administrative support for Freedom of Information requests and searches as received.
- Provide assistance with Ontario Land Tribunal appeals, including electronic filings with the province, preparation of document books, and managing information resources.
- Assist with and manage records retention for the Planning Division.
- Liaise with other departments, divisions and committees to coordinate work and to obtain information.
- Manage the cash box and daily reconciliation of the cash box.
- Create and follow up with Purchase Orders and cheque requisitions for the Planning Division, including depositing application fees, monthly invoice reconciliation.
- Purchase of supplies, services or workshop/seminar/conference payments as required for the division (payment by purchase order or credit card).
- Organize and coordinate team events and training.
- Other duties as assigned by the Director of Planning and the Planning Management Team.
What you will bring:
- A post-secondary diploma in office administration or other related program with a minimum of two (2) years of previous administrative experience. Equivalent combinations of education and experience will be considered.
- Initiative and the ability to respond effectively and promptly to requests from members of the public.
- High level proficiency with MS Office Suite; knowledge of PeopleSoft, OpenText, AMANDA, G.I.S., and Bluebeam software is an asset.
- Experience and understanding of the Planning Act, land use planning, development, real estate, or planning law is an asset. This includes the ability to read and comprehend technical drawings (e.g., architectural, building, landscape, engineering, surveys).
- Exceptional written and oral communication skills.
- Excellent communication and interpersonal skills, with a commitment to outstanding customer service when interacting with internal and external business partners.
- Experience working in an environment that requires a high awareness of legislation and regulatory compliancy.
- Ability to work respectfully and effectively as part of a team.
- Proven ability to prioritize, organize, coordinate and manage a variety of tasks simultaneously while being adaptable to deadlines, time constraints and changing priorities.
- A passion for promoting and maintaining a healthy and safe workplace and the ability to work respectfully and effectively in a team environment.
- Strong commitment to delivering quality customer service.
- Demonstrated commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion.
What we will require:
- A Criminal Record and Judicial Matters Check satisfactory to the City.
- Proof of your current and valid certificate(s), licenses and/or educational qualification, if applicable.
- Please note: As this is a newly restructured position, the incumbent(s) will be eligible to have a job evaluation completed after working in the position for one (1) year.
Be You @ Waterloo (Our Commitment to Diversity, Equity, Inclusion and Belonging):
The City of Waterloo acknowledges that our work takes place on the land traditionally cared for by the Haudenosaunee, Anishinaabe and Chonnonton Peoples, and is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. The City is dedicated to advancing the organization’s commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion and to reducing barriers to employment opportunities. Applications from members of historically underrepresented groups, including Black, Indigenous, racialized communities, women, persons with disabilities and members of 2SLGBTQIA+ are encouraged for positions at all levels within the organization. Candidates from historically underrepresented groups are encouraged to self-identify in their application.
Accommodations are available throughout all stages of the recruitment process in accordance with the Human Rights Code and other applicable legislation. We encourage applicants to access support(s) that may be needed. To request accommodation during the application process, please email [email protected], quoting the position and competition number. Applicants advancing to the next stages of a recruitment process will be provided with additional opportunities to make their needs known.
Our use of AI during recruitment:
Our applicant tracking system includes artificial intelligence (AI) features, such as tools that highlight relevant work history or suggest potential job matches. These features are built into the system and may be visible to staff. AI does not make any screening or hiring decisions, and all decisions about interviews and hiring are made by City staff in accordance with applicable City policies and procedures.
Staff Association:
Qualified and eligible City of Waterloo Staff Association applicants will be considered first for this posting.
