Processing Coordinator - Planning

10858BR

Processing Coordinator - Planning

Job Posting

Halifax Regional Municipality is inviting applications a term up to 18 months position of Processing Coordinator - Planning with Business Services in Planning and Development.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous / Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Under the supervision of the Application Processing Supervisor, the Processing Coordinator – Planning, is an integral part of the Business Services team and Current & Regional Planning teams. The Processing Coordinator - Planning ensures many administrative processes supporting legislative requirements are met in all components of the Planning Application process and Heritage Property Program and are carried out in a timely and accurate manner.

The Processing Coordinator - Planning is an individual who is a team player but can also work independently in a deadline driven environment. The position is the division’s first point of contact with the public, council members, and the development community.

DUTIES & RESPONSIBILITIES :

• Providing support of the Planning Application, Heritage Property, Regional & Community Planning Processes
• Liaison between the Municipal Clerks office, Councilor’s Support office, Service Nova Scotia, Provincial Registry of Deeds and HRM.
• Provides quality customer service by providing clients - both internal and external - information regarding planning applications and projects, heritage property inquiries, and other departmental information.
• Accountable for updating and maintaining case tracking status for planning applications and community planning projects, responding to and following up on inquiries relative to the status of planning applications and community projects.
• Accountable for application follow-up by monitoring within the tracking tool and notifying applicants via email, letter or phone, to ensure deadlines are being met.
• Responsible for weekly invoicing and reconciliation of Ad Costs
• Monthly recording and reporting of case ad information and costs to close planning files.
• Responsible for preparation and assembly of mailouts for public information meetings, public hearings and notices of approval.
• Responsible for taking payments for facility rentals, scheduling and arranging public meetings.
• Attend evening public meetings held in various HRM communities to record and transcribe official minutes, to accurately reflect the discussion. Document the public participation process for legal purposes.
• Create and maintain application and policy webpages on Halifax.ca
• Prioritize inquiries and requests for services via online portal, phone, email and in-person. Responsible for ensuring public inquiries and requests for service are assigned to appropriate staff in a timely manner to meet service standards.
• Responsible for records management of current and historical case files and planning documents
• Responsible for cash management, deposit management, refund requests & cheque requisitions
• Reconciling applications when they are being closed.
• Responsible for setting up and maintaining contractor accounts and files, including financial documentation.
• Assisting with FOIPOP Requests – Print, scan, mail, email details and hard copies of contents from case filing systems, R drive or internet, according to the FOIPOP regulations for Legal.
• Work with / Review dashboarding and daily reporting software to determine workflow and daily priorities.
• Use of internal and external mapping tools and software
• Assist and provide on the job training to new and existing Planning personnel
• Prepare, verify and track own attendance and overtime accumulated and used as per departmental policy, supervisor approval and NSGEU Local 222 Collective Agreement.

QUALIFICATIONS

Education and Experience :

Technical / Job Specific Knowledge and Abilities :

Security Clearance Requirements : Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer’s discretion.

COMPETENCIES : Analytical Thinking; Communication; Customer Service; Managing change; Organization & Planning; Teamwork & Cooperation; Valuing Diversity; Decision Making; Networking & Relationship Building; Conflict Management; Values & Ethics.

WORK STATUS : Term up to 18 months, Full-Time

HOURS OF WORK : 8 : 30am-4 : 30pm, Monday to Friday (35 hours per week).