Planning and Development Coordinator

Reporting to the Manager Planning & Development this position plays an integral role within the Planning & Development department and supports some cross-divisional activities. The Planning and Development Coordinator assists with project costing budget preparation monthly reports accounts payable/receivable and tracking of Development Agreements and Letters of Credit. The position works closely with the Manager to ensure the financial aspects of the department are up to date and accurate.

KEY DUTIES AND RESPONSIBILITIES
Financial Services (25%)

• Prepares Accounts Receivable (AR) requests on completed projects and for the issuance of permits. Pursues the collection of outstanding receivables.
• Processes Accounts Payable (AP) invoices through codification for the Planning and Development department.
• Reviews and codes expense claims (including credit card expenses) for the General Manager and the Planning and Development department.
• Refunds and updates cash deposits/refunds.
• Works with the Manager and the Finance Business Partner to maintain records of project expenses for each program area in the Planning and Development department and for special divisional projects as may be required by the General Manager.
• Works with the Manager and the Finance Business Partner to support the Fiscal Year End prepare AP accrual listing for year-end and prepare carry forward sheets
• Work with the Finance Business Partner on reconciliation of Safety Code invoices and revenue.
• Assists in the preparation of the budget creates/updates charts and graphs for budget presentations and attends department budget meetings for the Planning and Development department as required.
• Prepares Planning & Development Services historical permit data and operational costs to provide feedback on fees and charges updates.
• Provides staff with updated budget and answers related financial questions.

Development Agreement Administration and Coordination (20%)

• Works closely with staff members responsible for the associated file/project that requires a Development Agreement to identify the referrals needed and review for sign off.
• Supports Development Agreements by organizing referrals to relevant departments/individuals and following up for completion.
• Provides administrative coordination and lifecycle tracking for Development Agreements from initiation through close-out. Carryout such activities as:
  • Maintaining accurate records for all active Development Agreements including milestones timelines securities warranty periods and expiry dates.
  • Coordinating internal and external referrals for Development Agreements and tracks responses for review by the file/case manager.
  • Administering the tracking of Development Agreement securities including monitoring expiry dates renewals reductions and releases in coordination with the file/case manager.
  • Tracking receipt of required submissions (e.g. certificates as-built drawings reports) and confirms completeness for file/case manager review.
  • Supporting the administrative processing of Development Agreement amendments extensions and assignments under the direction of the file/case manager.
• Acts as the primary administrative contact for developers and consultants on process documentation and status inquiries related to Development Agreements.
• Ensures the processes and systems for the Development Agreement approvals and monitoring are annually reviewed with stakeholder input.

Reporting and System Support (20%)

• Provides monthly department statistics and performance measures for reporting/presentation purposes (Statistics Canada CMHC CHBA Assessment Services GIS Services).
• Prepares monthly Development Update Report for Council.
• Prepares/provides various statistics as required throughout the year.
• Support the implementation and maintenance of digital permitting by coordinating with the Program Lead Development and Safety Codes and Information Technology & Technology to troubleshoot and improve the digital permitting platform as required.

Staff Support (25%)

• Schedules appointments and plans meetings
• Assists in the planning and coordination of County led planning initiatives including booking venues public notifications and surveys event catering and other event planning logistics.
• Books conferences travel and accommodations for all staff in the Planning and Development department
• Books training sessions for all staff in the Planning and Development department.

Other Related Duties (10%)

• Performs the duties of an Information Management Contact for the department.
• Performs tasks and special project assignments from time to time.
• Supports a positive proactive innovative professional and customer first culture in the department.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE
The following are required in this position:

• Post-secondary training or certificate in Office Administration.
• An acceptable Police Information Criminal Record Check is required.
• Minimum of 2 years of relevant experience. Preference given to those individuals with more experience.
• Must have excellent organizational and time management skills.
• Ability to read follow and understand processes procedures and policies to perform work in accordance with expectations.
• Ability to apply a forward-thinking approach while working to ensure that processes are efficient and operating as intended.
• Ability to take initiative be independent resourceful work under pressure and meet deadlines.
• Ability to work in a team environment or independently.
• Proven ability to effectively communicate in writing or verbally in a clear objective logical and sensible manner.
• Well-developed customer service skills.
• Ability to maintain confidentiality when dealing with sensitive situations and/or information.
• Proficiency when using all Microsoft Office Programs (Excel Word and PowerPoint etc.) and Adobe Acrobat suite applications.