Development Process Coordinator 

Position Summary

Reporting to the Manager of Development Zoning and Committee of Adjustment , the Development Process Coordinator supports the development application process for the Development Planning division through the intake and circulation of documents for review related to development applications, updating and maintaining databases, drafting related correspondence, and coordinating agreements. 

Key Duties and Responsibilities

• Co-ordinate and process all development applications (including Committee of Adjustment) received by the Development Planning Division including application intake, input into development tracking system, circulation of documents, plans and studies to internal City Departments and external agencies for review and comment as appropriate;
• Update and manage the development tracking system (Energov) and ATRIUM database;
• Monitor development application status(es) and follow up on outstanding information and comments as part of development application review process
• Provide administrative support to staff in their day to day work involved in the development application review
• Prepare and distribute divisional correspondence to both internal and external to the City
• Schedule meetings, create agendas, and take minutes for divisional meetings as may be required
• Respond to general enquiries by phone, email and in person, as required
• Provide back up support for customer service counter, administrative Assistants and other Development Planning Co-ordinators
• Key contact for all development application intake, circulation and payments/fee processing
• Co-ordinates  Pre-Submission inquiries, submissions and scheduling of meetings with staff and external clients
• Co-ordinates Council agendas/staff reports for Committee of the Whole, Council, Council Public Meetings as well as Development Application Review Committee (DARC)
• Co-ordinate Site Plan agreement process with other City Departments and external clients
• Generates reports on active development applications and development related data requests
• Provide administrative support to Committee of Adjustment and Zoning team which may include scheduling meetings, create agendas, and take minutes for divisional committee meetings as well as application circulation, preparation of correspondence
• File creation for all development planning and Committee of Adjustment applications and maintenance of divisional filing system on site and in ATRIUM in accordance with Departmental protocol;
• Monitor and order office supplies for Development Planning Division;
• Process invoices from consultants and other application related payments;

Duties and Responsibilities Cont'd (if applicable)

Education and Experience

• Diploma in Business Administration or a related discipline
• AMCTO Certification is an asset
• 2 years administrative or related experience. Municipal experience is an asset

Required Skills/Knowledge

• Proficient in Microsoft Office Suite
• Knowledge of PALIS, OnPoint, Atrium, ABC Docs, OCE Web, or MConnect is an asset
• Highly developed data input, keyboarding and computer skills
• Team player with strong customer service and organizational skills
• Prioritization and time management skills
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies