Administrative Assistant Planning

Classification: Regular, Full-Time OPSEU Bargaining Unit

Weekly Hours: 35 hours per week

Number of Existing Vacancies: 1

Closing Date: November 12, 2026 at 4:30 p.m.

Position Summary:

Reporting to the Manager of Planning Services or designate, the Administrative Assistant is responsible for providing front line customer service for the Planning Services Branch of the Planning and Development Department as well as performing general administrative duties.

This position will also provide administrative support to the Manager of Planning Services, Senior Planner, Planning Technician and Planning Administrator and assists with preparation of compliance reports, receipt of planning applications, and maintenance of planning applications in Marmak Database.

Core Duties and Responsibilities:

1. Maintains records and files for the Planning Services Branch in accordance with Corporate and Departmental policies and procedures. Assists the Department to provide efficient use of filing space and to ensure staff can readily access files.
2. Ensures all approved planning applications are entered into the Marmak Database and ensures the on-going maintenance and update of the database in conjunction with Staff in the Planning and Development Department.
3. Coordinates all pre-consultation appointments with respect to potential development applications with direction from the Manager of Planning Services.
4. Works in conjunction with Manager of Planning Services and other Planning Services Staff to process development applications under Planning Act timelines, including zoning/official plan amendments, minor variances, consents, subdivisions, and deeming’s by opening files, preparing maps, creating documents on computer, circulation lists, drafting notices and mailing notifications.
5. Works in conjunction with Director of Planning and Development and other appropriate Planning Services Staff to process telecommunication tower and Branch financial transactions including but not limited to submission of requests for invoicing, payments, deposits, and security releases.
6. Updates the Branch’s information on the Town of Bracebridge website and creates other information materials to assist the public in understanding application processes.
7. Provides administrative support to the Manager of Planning Services, Senior Planner, Planning Technician and Planning Administrator.
8. Provides back-up to department Committee Secretariat Members (i.e., recording and preparation of minutes and agendas).
9. Provides back-up to Building Branch and Economic Development Branch administrative staff, as required.
10. Provides front-line reception services for the Planning and Development Department. Utilizes time management, organizational skills, knowledge and expertise to provide excellent customer service by ensuring a quick and accurate response to enquiries.
11. Provides information and consults with customers, including property owners, developers, other professionals, Council, registered owners, District, Town Solicitors, Assessment Office and Town staff by telephone, in meetings and by correspondence.
12. Provides backup assistance to other staff as required in the Planning and Development Department.
13. Assists with implementation and maintenance of The Ontario Municipal Record Management System (TOMRMS) and the Electronic Document and Records Management System (EDRMS).
14. Works in a friendly and courteous manner and communicates effectively with co-workers, supervisors, elected officials, and the general public.
15. Undertakes special projects and performs other duties as assigned in accordance with departmental or corporate objectives.

QUALIFICATIONS REQUIRED:

1. Ontario Secondary School Diploma.
2. Minimum two (2) years of progressive, related experience in a municipal office setting with secretarial/administrative and/or legal experience.
3. Good working knowledge of the Planning Act, the Occupational Health and Safety Act, and WHMIS 2015.
4. Excellent interpersonal skills including the ability to work effectively in a team environment and to exhibit courtesy, tact and diplomacy in dealing with the public, department officials and other members of staff. Ability to adhere to confidentiality requirements at all times.
5. Excellent written and verbal communication, administrative, organizational, analytical, problem solving, research, customer service, public relations and time management skills.
6. Excellent working knowledge of Microsoft Office software applications including Excel, Word, PowerPoint and Outlook. A good understanding of databases, web technology and web site development is required. Experience using Marmak Database software is considered an asset.
7. Good working knowledge of general accounting processes to facilitate financial transactions for submission of invoices, payments and deposits.
8. Strong work ethic with the ability to work independently, under pressure and with keen attention to detail.
9. Ability to provide an acceptable current criminal reference check.
10. Ability to attend evening and/or weekend meetings or other events as required.
11. Possess the physical ability to perform the essential duties of the job.
12. A valid Class “G” Ontario Driver’s license in good standing and a reliable vehicle to use on corporate business.

Physical Demands and Working Conditions:

1. Physical demands require extended periods of sitting, driving, and walking.
2. Working conditions vary from an indoor environment to exposure to dust while working with file storage, driving and exposure to public criticism.
3. Ability to work schedule and shifts as stated. Work outside normal working hours may be required occasionally.