Administrative Co-Ordinator

Key Responsibilities:

Development and Planning:

• Act as the development authority for the Municipality, as defined by the Municipal Government
  Act.
• Receive, process and decide development permit applications.
  • Provide assistance to applicants in completing and submitting applications.
  • Receive applications, conduct completeness reviews, request outstanding information, forward
    complete applications to contracted service provider for processing.
    o Review decision packages received from contracted service provider, make necessary revisions,
    refer to Council for approval as applicable, issue decisions and make appropriate notification(s).
• Liaise with the subdivision authority in relation to ongoing subdivision applications.
  • Complete adjacent landowner listing, respond to requests for information from subdivision
    authority and/or applicant(s).
  • Refer Subdivision Applications to Council for consideration and comment, advise subdivision
    authority of Council decision(s).
  • Review Notice of Decision(s), co-ordinate with applicant(s) in relation to condition
    fulfillment, advise subdivision authority regarding condition fulfillment, and
  • Co-ordinate inspections and work relating to condition fulfillment.
• Conduct compliance inspections, enforce as required.
  • Monitor condition fulfillment of permitted development and investigate non-permitted
    development, direct compliance and conduct enforcement.
  • Review Safety Codes permits, report non-compliance to Safety Codes, respond to information
    requests from Safety Codes.
    Refer enforcement issues to legal counsel, as directed.
• Respond to inquiries relating to development and planning.
  • Receive inquiries, conduct legislative review and research, consult with contracted service
    provider, provide response.
• Collaborate with municipal contracted planning services agency in relation to developing or
  amending applicable bylaws and policies
• Collaborate with municipal contracted planning services agency to maintain rural addressing system.

Geographic Information Systems:

• Collaborate with municipal contracted planning services agency in relation to the provision
  of GIS services.
• Perform field data collection, process field data.
• Update and maintain municipal datasets.
• Implement and maintain software and processes relating to asset management, service requests,
  departmental projects and programs.
• Coordinate and implement GIS projects including the development and maintenance of
  specialized maps for projects, cemeteries, trails etc.
• Provide technical support to organizational employees on GIS applications and data.

Administrative Support – Department of Public Works:

• Perform departmental data entry and general administrative tasks including, but not limited
  to:
  • Co-ordination of line locates,
  • Management of departmental records (file maintenance & retention),
  • Monitoring of inventories and supplies, and
  • Other general administrative support tasks, as assigned.
• Assist with program monitoring, cost-tracking and reporting.
• Develop and/or maintain department-specific asset management program(s).
• Perform department-specific administrative tasks related to Occupational Health and Safety
  including, but not limited to:
  • Liaising with contracted service providers to ensure compliance with applicable legislation,
  • Updating applicable documentation as directed,
  • Co-ordinating employee training, and
  • Performing compliance monitoring, as directed.
• Conduct small-scale procurement for budgeted expenditures.
  • Obtain quotes, prepare Purchase Orders for execution, process Purchase Orders, refer Purchase
    Orders to Accounts Payable.
• Actively monitor departmental budget allocations and report regarding the same.
• Act as the departmental customer service lead.
  • Receive and respond to inquiries by telephone, email and the website.
  • Coordinate the execution of contracts and/or agreements.
  • Intake, process and track departmental service requests.
• Draft departmental communications to ratepayers, the general public and to Council, as
  directed.
  • Draft correspondence, prepare public notices for multiple platforms (social media, web
    applications, website), prepare departmental reporting for Council consideration.
• Obtain Level 1 certification in Water Treatment, Water Distribution and Wastewater Collection
  and effectively provide related administrative support.
• In the absence of the Director of Public Works, co-ordinate departmental employees and tasks
  at the direction of the Chief Administrative Officer.

Health and Safety:

• Make every reasonable effort to protect the health and safety of all workers and oneself.
• Comply with the Municipality’s Health and Safety Program, as well as the Alberta Occupational
  Health and Safety Act, Regulations, and Code.
• Complete and comply with all Occupational Health and Safety training applicable to assigned
  tasks.
• Wear and maintain Personal Protective Equipment (PPE) as required.
• Report all incidents, near-misses, and injuries requiring First Aid or Medical Aid to
  supervisor or Director.
• Participate in and complete Field Level Hazard Assessments as required and report new
  hazards, unsafe acts, or unsafe conditions to a supervisor or director.
• Refuse dangerous work and report the refusal to a supervisor or director.