Administrative Support

Job Posting

• Provides customer service to internal and external customers, such as responding to emails, phone-in inquiries from clients and walk-in counter service
• Promote and highlight programs, memberships, and rental opportunities
• Provides resource information regarding all HRM recreation services
• Assesses customer service concerns and makes recommendations to the Youth Section Coordinator, Community Outdoor Recreation Coordinator (CORC) and/or the section Manager as required
• Provides support and assistance to CORCs and program instructors
• Processes program registrations, withdrawals, and refund requests
• Collects and inputs usage attendance for programs, rentals, and memberships
• Working with the Youth Section Coordinator, participates in the recruitment process of front desk and building monitor staff as required by providing posting information, and participating in the interview process
• Trains, schedules, and leads teams of casual staff
• Organizes, maintains and oversees staffing schedules
• Sets up new hires with proper access to facility operations
• Maintains employee files and ensures HR employee requirements are current
• Prepares and maintains part-time staff daily time sheets and submits to Finance
• Provides front desk/building monitors with ongoing supervision and coaching
• Provides feedback to the section Manager regarding any staffing concerns
• Respond to Accounts receivables and credits on a weekly basis
• Monitors accounts receivables and ensures payments are received; identifies and forwards accounts for collection action when necessary
• Monitors and submits requests for refunds, credits, and account adjustments to the Legend Software team as per Auditor’s guidelines
• Controls access to facility safe
• Creates/manages client and facility data records
• Responsible for entering all HRM one-time bookings into a software program for one or more facilities
• Prepares, generates, amends, oversees cancellations and payments and issues one-time rental contracts
• Responds and follows up on inquiries from customers
• Ensures special event liquor licenses are in order per Municipal Alcohol Policy AO-53 where applicable
• Ensures group insurance is in order as per municipal risk management guidelines
• Produce, maintain, and provide updated facility schedules for front line staff
• Liaise with Central Booking on the status of ongoing facility bookings
• Report facility maintenance issues to the Youth Section Coordinator (or designate) and Facility, Maintenance and Operations (MFMO). Provide support when necessary
• Updates facility voicemail
• Administers and maintains building security alarm codes
• Issues building keys
• Administers and coordinates Equipment Loan Program
• Creates, publishes, and maintains daily facility schedule boards and/or monitors
• Coordinates service calls for office equipment
• Retrieves mail from Community Mailbox
• Participates in departmental committees as required
• Completes incident/accidents reports
• Requests Protection of Property Act, when necessary, in consultation with Youth Section Coordinator or section Manager
• May perform other related duties as assigned

• Grade 12 and Administrative Diploma from a recognized educational institution
• Minimum two years’ experience working in a front-line customer service position
• Minimum one year of experience in a leadership position
• Minimum one year of experience handling various revenue streams, including balancing, and preparing bank deposits
• Equivalent combination of education and experience may be considered

• Working knowledge of records keeping, cash handling and human resource management
• Proficient knowledge of computers and office software applications (i.e., Word, Excel, Outlook, Adobe Acrobat, etc.)
• Working knowledge of finance and purchasing procedures and cash handling practices
• Experience in Legend or other Recreation Management software will be considered an asset