Job Description:

Position: Non-Union, Full-time, Permanent
Reports to: Director of Planning

Weekly Hours: 37.5
Department: Planning & Development 
Salary: $29.08/ hour

Position Summary
The Administrative Planning Assistant reports directly to the Director of Planning and Development and is responsible for processing development applications including some technical and clerical work related to examining and checking plans and development applications for compliance with the Municipality’s Zoning By-law, the Development Plan, Secondary Plans and other relevant bylaws and policies.

Key Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position.

 Assist applicants (via in person, phone or email) through entire process of various applications (i.e. variance, conditional use, subdivision, re-zoning, development plan amendment, development agreements, zoning agreement, zoning memo, zoning request)
 Advise residents, developers, builders when documents are ready for pick-up (occupancy permit, MPI letters, Agreements related to subdivisions)
 General inquiries related to Land Use (Zoning By-law) and Subdivision (Development Plan) (via in person, phone or email)
 Prepare reports (gather background information, typing, collation of packages for Council, insertion on Allnet) for Planning meetings
 Prepare file folders/binders for new Development Agreements and related Caveats relating to new subdivisions
 Prepare annual electronic spreadsheets (variance, conditional use, subdivision fees and levies, zoning memo, planning services)
 Maintain paper copies of variance & conditional use applications (record keeping and filing system)
 Prepare notices for Public Hearings
 Photocopy / scan Planning related documents
 Review Visa statement and match to receipts for Development Officer to approve (scan and save, forward to Financial Officer)
 Attend Planning Council meetings and Open Houses as required
 Run Zoom meetings and take minutes of Planning Council meetings
 Up-date spreadsheets (input pertinent information – variance, conditional use, re-zoning, development plan amendment, development and/or zoning agreement amendment, zoning memo, planning services, civic address database)
 File / archive paper file folders (in-house, variance, conditional use, subdivision, re-zoning, development plan amendment, road opening / closing)
 Document and inform Development Officer of Public inquiries related to Public Hearings (variance, conditional use, subdivision, re-zoning, development plan amendment, road opening / closing)
 Maintain electronic files (variance, conditional use, subdivision, re-zoning, development plan amendment, road opening / closing)
 Assemble Public Hearing and civic addressing files for Development Officer to conduct site inspections

 Update GIS maps for internal use (new subdivisions, re-zoning, variance, conditional use, road opening / closing,drain plans, easement plans, civic addressing)
 Update Zoning By-law & Development Plan map books
 Maintain road name document (Emergency Services Road & Street Guide)
 Insert new civic addresses within the building permit spreadsheet
 Print electronic invoices, prepare for signature & coding by Development Officer (scan & save in electronic file and/or make paper copies for invoicing and for file)
 Phone, email, fax, to lawyers, survey firms, rate-payers, Developers, Provincial offices, realtors, newspapers
 Other duties as required

Job Requirements (minimum standard)
 Administrative Office Assistant Diploma.
 Five (5) years’ administrative experience in a fast-paced environment;
 Two (2) years’ experience in a municipal government environment;
 A combination of education and experience may be considered;
 Displays strong verbal and written communication skills,
 Proficiency in Microsoft Office Excel, Word, PowerPoint Outlook;
 Strong attention to detail.
 Works well autonomously or in a team environment;
 Uses initiative and independent judgement;
 Strong knowledge of the Planning and Municipal Acts preferred

Qualified Candidates, submit a resume and cover letter to:
RM of Springfield
Attention: Human Resources Department
“Administrative Planning Assistant”
Box 219, Oakbank MB R0E 1J0
Phone: 204 444-3321 Fax: 204 444-2137
Email: careers@rmofspringfield.ca

Submissions will be reviewed as they are received; however, the posting will remain open until a suitable candidate is located. We thank all who apply and advise that only those selected for further consideration will be contacted.