Applications are now being received for the temporary full-time Development Services Coordinator position in the Development Services Commission. To apply for this position, please submit your cover letter and resume online by June 13, 2025 at www.markham.ca/careers
Join us and make a lasting difference!
JOB SUMMARY
This position reports to the Commissioner of Development Services, support a Director in Development Services as determined, and will be responsible for the coordination and administration of the Commissioner’s and a Director’s office. The position will be required to provide assistance to all staff when necessary. As the Development Services Coordinator, you will oversee administrative staff and provide research, analytics and reporting to the Commissioner on a variety of matters including metrics on development performance.
KEY DUTIES AND RESPONSIBILITIES
Commissioner’s and Director’s Office
- All administrative duties required to keep the Commissioner’s and Director’s office running effectively and efficiently
- Schedule/Time management for Commissioner and Director
- Composition and managing sensitive material while maintaining confidentiality
- Compile findings and present back to the Commissioner on the issues and concerns of the Staff Satisfaction Survey on a bi-yearly basis
- Responds to requests from Commissioner, Director, Chief Administrative Officer and Council with accuracy and confidence
- Understand departments workload and priority in order to organize Commissioner’s and Director’s schedule and daily activities
- Coordinate meetings, prepare agendas and minutes for Commissioner and Director and Senior Managers meetings
- Track, secure and compile all monthly reports, tracking measures, KPIs, etc. from staff for the Commissioner and Director
- Coordinate, document, and catalogue Commission processes and procedures
- Assembly and finalization of materials and documents for Commissioner’s and Director’s signature/approval
- Coordinate all Committee report/report briefing note deliverables and maintain updated file folders
- Monthly update presentations for Commissioner
Departmental and/or Team
- Ordering of Business Cards
- Front line Customer Service support
- Develop and update bi-yearly an emergency contact list
- Coordinate the processing of approved invoices for VISA accounts
- Book and processing training/conference requests
- Process and track invoices to be sent for payment
- Process/track membership payments
- Prepare and implement department policies and technical procedures
- Purging and archiving files when necessary
- Supervision of staff as required from the Commissioner
Corporate/Commission
- Compilation of staff job descriptions
- Coordinate and process Performance Planning and Reviews to ensure completed in a timely manner
- Coordinate reports to all committee’s while adhering to appropriate deadlines
- Prepares the draft Operating Budget and Business Plan items for the Commissioner/ Director/Senior Manager review and approval
- Input operating budget requests into financial database on a yearly basis
- Receive and coordinate responses to Compliance letters
- Assist in the compilation of data for all Council initiatives
- Custodian updates and filing of the revisions for the Emergency Procedures Manual
- Coordinate Commission and department-wide special events
- Create and distribute Commission’s newsletters and application forms
- Reporting on development activity as required by Province
- Reporting on development application circulations
- Design and prepare documents
- Undertake research on development issues
Administrative
- Prepare agenda and minutes and attend meetings
- Coordination of the handling and response to Corporate Action items assigned
- Large mail outs (i.e. Public notifications for meetings and upcoming projects in the area)
- Provide backup to clerical staff during absences
Miscellaneous
- Consolidate, prepare, follow-up, update and send documents requiring value added input:
- Office and staff space planning, project management dashboard reporting, performance metrics
- Department Business Unit Plan, Abeyance List, Development Services Committee Reports List
- Building Markham’s Future Strategic Plan Actions status updates, Quarterly Capital Status Review
- Health and Safety Training, ITS Requests, Legal Circulations, Development Services Commission Newsletter
- Project Submission for Awards, Accomplishments
- Web content author and editor
All other duties as assigned
The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.
Please respect our scent free area by not wearing scented products when visiting the office.
REQUIRED SKILLS & COMPETENCIES
- High School Diploma plus additional related courses with a minimum of 3 years’ experience directly related to the Administrative Assistant or similar role that included supervisory/office management responsibilities. Administrative experience associated with senior management environment is preferred.
- College Diploma in Legal Secretary or similar program is considered an asset.
- Has knowledge/experience in the operations and requirement in a municipal environment.
- Demonstrated ability to work with all levels of staff, elected officials and customers handling confidential and politically sensitive information.
- Ability to work concurrently on multiple projects/assignments and meet regular deadlines independently and in a team environment
- Excellent communication, interpersonal, customer service, data entry and telecommunication skills
- Ability to work on own initiative and to organize and coordinate multiple assignments
- Proficiency in Microsoft Office package (Word, Excel and PowerPoint), Project Management applications, AMANDA and financial applications.
CORE BEHAVIOURS
- Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
- Change & Innovation: Responds positively and professionally to change and helps others through change.
- Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
- Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
- Accountable & Results Oriented: Demonstrates ethical behavior and accountability, aligns with City values, and abides by relevant policies and legislation.
- Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example
Salary Range: $74,261.00 To $89,978.00 Annually
