Planning Team Assistant

Islands Trust

Planning Team Assistant

Current Position #88093(SSI), 36571(GAB), 36560(VIC)
Classification Clerk Grid R12
Ministry Islands Trust, Ministry of Housing and Municipal Affairs
Work Unit Planning Services
Supervisor Title Regional Planning Manager
Supervisor Position # 36550(SSI) 36532(GAB) 36529(VIC)

Program
Located in Coast Salish territory, the Islands Trust is a special purpose government responsible for protecting the unique amenities and environment of more than 450 islands and surrounding waters in the southern Strait of Georgia and Howe Sound. Created by the Province via the Islands Trust Act, Islands Trust plans and regulates local land use, coordinates with other level of government and First Nations on key issues impacting the area, and protects land through the Islands Trust Conservancy.

Job Overview
The focus of this position is to provide administrative support to the business of the Local Trust Committees and the regional office planning team. This position will support the administrative team in the Planning Services department as needed. This is not a “Planner” or planning officer position.

Under the direction of the Regional Planning Manager (RPM) the Planning Team Assistant undertakes the responsibilities of supporting the planning staff to carry out the day-to-day business of one or more local trust committees.

Working within a unique legislated environment, the position provides support to the planning team and the organization by ensuring the following tasks are completed in accordance with legislated requirements and organizational policies and procedures:

• Providing administrative support for development applications process;
• Coordinating and providing support for Advisory Planning Commissions (APC), Boards of Variance and other bodies;
• Handling incoming correspondence;
• Web-posting;
• Responding to enquiries about applications;
• Providing back up to other administrative positions as needed;
• Assisting with coordinating and supporting regular and special meetings for Local Trust Committees;
• Assisting with coordinating minute-taking for Local Trust Committee Meetings, Public Hearings and Community Information Meetings;
• Assisting with agenda preparation as directed by the Regional Planning Manager.

Key Accountabilities
Meeting Coordination responsibilities
Coordinates meetings for Advisory Planning Commissions, Boards of Variance, and other bodies;
Supports the coordination of LTC meetings;
Coordinates meetings and appointments as required for the Planning team.

Agenda Preparation responsibilities
Assisting with agenda preparation as directed by the Regional Planning Manager.

Administration of Minute Takers and of Minutes of Meetings responsibilities
Participating in recruitment, training and orientation of minute taking staff;
Reviewing and distributing draft minutes;
Proofreading, formatting, copying, tracking and circulating of minutes from a variety of sources and meetings, in compliance with established policies and applicable legislation;
Providing feedback/instruction and direction to minute takers;
Attending meetings to take minutes as required;
Providing assistance to Legislative Clerk as directed by the Regional Planning Manager, to prepare and/or process Resolutions-Without-Meeting;
Publishing adopted minutes.

Application Processing Support responsibilities
Receiving and acknowledging applications;
Opening application files and entering into applicable database;
Ensuring applications and fees are correct and complete;
Processing application refunds;
Compiling background materials (ie. mapping, title, covenants, related correspondence, etc.);
Answering inquiries regarding the status of applications;
Coordinating with other Agencies on application files and referrals and;
Generate reports summarizing application statuses;
Provide support trouble shooting and resolving application processing software issues.

Document Records responsibilities
Coordinating application document record keeping and bring forward systems;
Assigns and/or coordinates the smooth flow and completion of documents for approval (briefing material, letters, emails, memorandums, etc.), prepares and edits documents to ensure they are complete and accurate, maintains tracking systems, and provides advice and guidance regarding all aspects of document processing;
Updates and maintains administrative policy and procedures manuals.

Enquiries responsibilities
Responding to development application enquiries from the public and providing information such as brochures, packages, forms or applications.

Planning Support Responsibilities
Providing support to local planning staff by creating a variety of documents;
Proofreading and editing;
Conducting file searches.

Commissions and Boards responsibilities
Organizing meetings, statutory notices, agenda packages, maintaining membership tracking databases, processing of agenda correspondence and dissemination of information packages for Advisory Planning Commissions (APC)/Boards of Variance (BOV).

Teamwork responsibilities
Attending and participating in staff meetings as directed or supported by the Regional Planning Manager.

Additional Support responsibilities
Under the direction of the Regional Planning Manager, providing backup and assisting other administrative support functions);
Providing backup reception coverage as required;
Coordinates office moves and works with facilities management staff regarding space planning, building maintenance services and accommodation requirements.

Web-posting responsibilities
Responsible for posting and updating relevant webpages on the Islands Trust Website as directed by the Regional Planning Manager.

Indigenous Behavioural Competencies
Self Discovery and Awareness means understanding one's thoughts, feelings, values, and background and how they impact the success of the interaction and relationship, or how they may influence one's work. It is recognizing one's own biases by tracing them to their origins, through reflection and by noticing one's own behaviour—and then intentionally seeking a way forward that positively impacts the interaction and relationship. It means maintaining new ways of thinking and acting when situations become difficult or uncertain, or in times of urgency.

Behavioural Competencies
Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.
Organizational Commitment is the ability and willingness to align one's own behaviour with the needs, priorities and goals of the organization, and to promote organizational goals to meet organizational needs. It also includes acting in accordance with organizational decisions and behaving with integrity.
Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.
Problem Solving/Judgement is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions.
Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a unique accomplishment also indicates a Results Orientation
Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one's efforts on discovering and meeting the needs of the customer/client.
Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

Selection Criteria
Requirements

• Grade 12 or equivalent education, and successful completion of a recognized, relevant, business, college or a post-secondary school certificate;
• A minimum of 2 years of relevant administrative office support experience;
• Proficient in the Microsoft Office suite of programs including Outlook, Word, Excel and database systems.

Preference will be given for

• Candidates demonstrating successful completion of courses relating to local government, such as those offered by the Municipal Administration Training Institute;
• Relevant administrative office support in a local government or public sector;
• Experience with development applications processing software;
• Knowledge of and experience in minute-taking processes;
• Experience in records management.

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