Courtney Navarra

• Provide administrative support to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, presentations and reports.
• Provide administrative assistance in support of business initiatives, programs, processes and projects.
• Develop and implement new tools and methods for the continual improvement and efficiency of practices and processes.
• Maintain files and confidential records to ensure corporate compliance.
• Monitor, maintain and process sectional or divisional financial, time-entry and budgetary records, reports and transactions.
• Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.
• Book and arrange meetings, conferences, event attendance, resources, travel arrangements and amenities.
• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Coordinate objectives by building relationships with cross-functional departments, management and external stakeholders.
• Provide internal and external customer service by processing and responding to various inquiries and service requests; while adhering to corporate practices and standards.
• Research and assist with the preparation of policies, procedures and reports.
• Monitor and update data entry/database and web based records to support time sensitive reporting.
• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Provide documentation support for disciplinary, grievance and performance matters.

• Acts as a point of citizen and customer contact for the department; providing service by processing and responding to a variety of inquiries related to the department’s operations including service counter, service requests, telephone calls, face to face interaction and citizen emails
• Maintains detailed log of service requests and inquiries that are received and retain accurate documentation
• Responsible for processing time entry, ensuring shift premiums, overtime, upgrades, time off and allowances, meals and mileage are calculated correctly and supporting documentation is accurate
• Provide on-site departmental records management support by cataloguing reference materials, handling file creation, classification, maintenance and retrieval, and ensuring corporate record standards and legislative requirements are met
• Coordinate the collection and distribution of information from City staff and external agencies, being mindful of time sensitive deliverables
• Schedules and prepares department/division meetings, including regular meetings with Councilors, visits by government representatives and external agencies, and ad hoc – as requested by department staff
• Contacts various utility companies, including Hydro One, Rogers and the Region of Peel, to schedule stake-outs to confirm location of cables, wires, pipes, etc.
• Maintains knowledge of Financial Services, Purchasing and Accounts Payable sections standard operating procedures (SOPs), by-laws, processes and procedures for optimal budget/accounts business initiatives, programs and projects and to respond to budget related inquiries
• Processes and monitors purchase orders, invoices, requisitions, and relevant forms, ensuring that documentation is accurate, attached, and appropriate approvals are obtained
• Creates, logs, maintains, and dispatches related service requests received from internal contacts to appropriate staff for follow-up and issue resolution
• Assists in the communication of information, staff news, changes and updates for Managers to their staff, internal staff and external agencies
• Maintains knowledge of City policies, practices, processes, standard operating procedures, by-laws, legislation and regulations
• Creates and maintains tools and methods to streamline processes and meet operation needs efficiently
• Supports annual recruitment of seasonal staff by scheduling interviews, preliminary screening of candidate qualifications, preparing candidate packages, readying materials (e.g. uniforms) to be distributed, etc.
• Supports seasonal staff by completing timesheets, tax forms, providing information and administrative assistance
• Daily review and approval of permit application

• Provides customer service at public counter, via telephone and monitoring of Enforcement Clerk Inbox and Unassigned Complaints email inbox.
• Respond to general and specific enquiries regarding enforcement business licensing matters, property standards and enforcement and municipal business through phone, email and counter service.
• Deal with daily driver renewals, issuance of new plates and completion of multi-step complicated vehicle transfers.
• Receive and process all licence application and fee documents.
• Maintain, update and file Property Standard, Municipal and Licensing fees.
• Issue Group and Lodging Home invoices and receive payments.
• Maintain electronic and automated records for all licensees and records management.
• Check completeness of application packages and complete annual license renewal process.
• Prepare Property Standards Inspection Reports, Orders to Comply, and zoning requests for mailing, create and confirm Property Standards Orders.
• Liaise with Licensing Inspectors for clarity on documentation and appointment scheduling.
• Prepare and forward noise and dog barking complaint letters and maintain files.
• Dispatch calls to Municipal Enforcement Officers.
• Input licences and permits into Amanda systems, issue licences and prepare photo ID.
• Balance and reconcile daily receipts, prepare Revenue Report and forward to Treasury.
• Receive process and apply all payments to the correct file and account for each enforcement business transaction.
• Prepare and sign off daily revenue report and cash deposit envelopes.

• Responsible for end of day cash flow count, including verifying cash and closing off for day.
• Enter information on versatile records management system for corporate compliance.
• Monitor and respond to inquiries received in the email inbox including messages and elevate as required.