Development Approvals & Inspections Clerk

The Inspections and Compliance Clerk is integral to the effective and efficient operation of inspections and compliance work units in the Development, Approvals and Inspections Section. This Clerk II role is responsible for providing excellent customer service to both internal and external stakeholders in the ongoing administration of the Sections’s work units, and will be working primarily with the Section’s Lot Grading Team. This role is responsible for supporting the Lot Grading team inspections, approvals and compliance activities with key administrative and clerical tasks such as the ongoing management of inspections files, the preparation of regulatory documentation required by the work unit to meet statutory and legal requirements, and acting as the first point of contact between the work unit and the public. This role requires strong organizational skills, interpersonal and communication skills, the ability to multitask effectively, and a high level of discretion, confidentiality, and professionalism.

What will you do?

• Create, maintain, and update job entries and correspondence in POSSE and other enterprise systems used for organisation of the unit’s inspections, approvals and compliance workflow
• Coordinate and track the work unit’s operational and OH&S equipment and personal protective equipment needs, and work with the Section coordinator where clerical supplies and purchasing is required
• Act as first point of contact and interface between the public and the work unit, including working directly with complainants to arrange for collection and collation of witness statements, answering public inquiries within established service level agreements, administering CRM tickets, and delegating inquiries to the appropriate areas where necessary
• Write and distribute correspondence to internal and external stakeholders
• Coordinate scheduling and attendance of court appearances for officers
• Organize the work unit’s meetings, including agenda management, notetaking and action item distribution/assignment
• Support the team onboarding and training needs, including preparing onboarding packages, booking training rooms, supporting supervisors with the coordination of training activities, and training incoming clerical/administrative staff
• Support the Supervisors and Program Managers where needed with the coordination and preparation of meeting, workshoping, or industry engagement events
• Coordinate a variety of small administrative initiatives as assigned by the supervisors or program manager
• Lead routine refreshes/updates of the work unit’s administrative standard operating procedures, 311 scripts, website content, and other public-facing content provided to citizen and industry stakeholders
• Lead routine and continuous improvement updates of the work unit’s electronic filing and records management systems - ensuring document management, retention, disposition, and distribution adheres to FOIP requirements and corporate records management policies
• Lead the administration of the work unit’s regulatory documentation - including printing and mailing notices, letters, warnings, violations, municipal government act orders, and ordering ticket books, scanning tickets, and coordinating with Ticket Administration where needed
• Manage mail and courier requirements for the work unit
• Search-for and compile corporate records on behalf of the supervisor and program manager, in response to FOIP and Search of Record requests
• Perform other administrative duties as required, including administrative support to other inspections & compliance work units, coverage of section-level administrative needs to support absences, and participate in section or branch-wide administrative/clerical initiatives
  
  
  

Qualifications:

• Completion of grade twelve (12th) school grade, including business subjects with emphasis on general office practices or completion of an appropriate certificate program from an approved business school/college
• A minimum of two (2) year's diversified experience in general office practices and procedures including assisting in the instruction of less experienced staff
  
  
  

Skills required for success:

• Demonstrated ability to build positive relationships and strong partnerships with team members and customers, and to work functionally in a team environment
• Excellent customer service skills, including well-developed interpersonal skills for navigating difficult customer service scenarios and conflict
• Experience successfully acting as the first point of contact in a customer service environment
• Demonstrated ability to work independently and make decisions in accordance with established policies and procedures, exercising independent judgement, and referring only very difficult problems to the supervisor
• Demonstrated proficiency with Google Suite, included but not limited to GMail, Google Docs, Google Slides, Google Sheets, management of Business Shared Accounts, Google distribution lists, and Shared Team Drives and Sites
• Demonstrated proficiency with City systems such as POSSE, CORES, SPIN, Pictometry, and DRAINS - and the ability to learn and adapt to evolving technology
• Knowledge and understanding of legislation and bylaws governing the business activities of the area such as the City’s Drainage Bylaw, and the Municipal Government Act
• Demonstrated ability to take initiative, be resourceful, and proactively identify continuous improvement opportunities, including experience leading routine updates and improvement of administrative processes on behalf of a work unit
• Demonstrated experience working in a fast paced/high workload environment with an ability to multi-task and manage deliverables effectively without compromising work quality
• Demonstrated ability to work independently with minimal supervision, intaking and prioritizing requests from multiple senior reports and making independent decisions within established policies and procedures
• Excellent interpersonal skills with an ability to build strong, positive relationships in a multi-disciplinary work environment consisting of multiple senior leaders, field staff, business professionals, and elected officials
• Excellent verbal, written, and presentation skills that can be tailored to a variety of audiences, including the ability to prepare regulatory and statutory with a high level of accuracy and attention to spelling, grammar, and formatting
• Alignment to our Cultural Commitments
• Alignment to our Leadership Competencies
• Alignment to our Art of Inclusion: Our Diversity and Inclusion Framework
• Applicants may be tested
  
  
  

Work Environment:

• Note: At the discretion of the program manager, this position may be eligible for a hybrid work arrangement with the flexibility to work from both home and the worksite as per the Letter of Understanding between the City of Edmonton and Civic Service Union 52.
• The weekly hours of work for this position are currently under review and may change at a future time. Any changes will be made in accordance with the City of Edmonton/Civic Service Union 52 collective agreement and the incumbent will be notified in advance.
  
  
  

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [email protected]. Learn more about our benefits https://bit.ly/COEbenefits.

Up to 1 temporary full-time position for up to 11 months

Hours of Work: 33.75 per week.

Salary Range: $25.172 - $31.257 Hourly; $44,346.77 - $55,067.02 Annually

Talent Acquisition Consultant: PO/MM

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Metis Nation.