Administrative Assistant - Parks, Recreation, & Culture - Closing Friday July 19, 2024

Port Hope, ON, Canada
Full Time
Entry Level

The Administrative Assistant, Parks, Recreation and Culture is responsible to provide administrative and clerical support to the Director of Parks, Recreation and Culture (PRC) and management staff, various Boards and Committees; provide reception and customer service to the public pertaining to Municipal services and PRC issues.

Compensation

35 hours per week, $53,257 - $62,304 per annum 

Benefits and Perks

  • Employer paid Group Health, Dental and Life Insurance after three months of employment
  • OMERS Pension Plan from the date of hire
  • Professional Development and Skill Based Training Opportunities
  • Alternate Work Arrangements
  • Wellness, Social and Staff Ambassador Committees
  • Employee and Family Assistance Plan
  • Perks and Savings Partnerships
Qualifications
  • Completion of Community College in Business Administration or related field.
  • Three (3) to four (4) years administrative support experience, preferably working for a Senior Manager.
  • Public Relations training would be an asset.
  • Advanced computer skills including expertise on Email, Word, Excel, PowerPoint, Adobe Suite and Access software.
  • Verbal communication skills including courtesy, tact, discretion and explanation.
  • Written communication skills including grammar/spelling skills for proofreading, editing and writing of reports/correspondence.
  • Demonstrated Customer service skills.
  • Organizational and time management skills.
  • Experience with Recreation Software (ActiveNet or similar) and workorder system (Citywide or similar).
  • High level of Confidentiality.
Responsibilities
  • Provide administrative and clerical support to the Parks Recreation and Culture department, including operations in all divisions, and assigned Boards and Committees including the PRC Advisory Committee, including typing, taking and transcribing minutes of meetings, development of and maintenance of database information; photocopying, scanning, faxing, filing, formatting of documents, distribution of information, ordering supplies, mail and courier service administration, research information; relay communications on behalf of staff; arrange meetings.
  • Receive and respond to incoming phone calls and emails from the public and greet the public visiting the Office; address inquiries regarding Municipal services, provide information, licenses, permits and receive payments for Municipal services and/or direct as appropriate to department/contact.
  • Compose (from dictation, notes, or verbal/written direction) letters, correspondence, reports, agreements, meeting agendas, minutes and other department promotional documents or communications and distribute as required.
  • Assist with the administration and management of confidential employee communications, record keeping and employee related reporting functions e.g. payroll, vacation.
  • Assist with the administration and management of department related agreements and bylaws.
  • Administer the Records Management system for the department, filing documents both manually and electronically.
  • Assist in the preparation, documentation and monitoring of the PRC budget and statistics, and support department staff with special projects, fundraising and commemorative program, Research and analysis of data primarily using excel and ActiveNet Reports (ie Monthly statistics)
  • Support the preparation and updating of information on the Corporate website for the PRC department and support the corporate service request, workorder and asset management system (Citywide)
  • Coordinate the department Volunteer Program including recruitment, scheduling and training, assisting with the promotion and marketing of all department programs and services.
  • Administer the office equipment and supplies for the department, including ordering and tracking offices supplies and maintenance of office equipment and confirming compliance with purchasing policy.
  • Administer finance petty cash and reconcile finance department credit card statements.
  • Provide assistance as required with Customer Service support at the various Parks Recreation and Culture facilities. Provide backup coverage for the Administrative Assistant, Works and Engineering for vacation, absences and breaks; assist by providing services to the Customers and office staff.
  • Adhere to high standards of ethical behaviour and demonstrate their understanding that their personal actions impact the public’s perception of the Municipality.
  • Perform other duties as assigned by the Director, Parks Recreation and Culture or designate

Submit an Application

Please submit your cover letter and resume online at Careers - Municipality of Port Hope by Friday July 19, 2024. Interviews may be scheduled in advance of the closing date. 

Recruitment Process


 

The Municipality of Port Hope is a progressive employer who believes a diverse and inclusive workplace strengthens the team and fosters an environment where everyone feels as though they belong and their dignity, beliefs and identity are respected.

We are committed to creating and sustaining an environment that provides a supportive workplace and equal opportunity for all employees. Accommodations can be requested throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act.

Applications will be reviewed, and interviews may be scheduled prior to the job posting closing date. All applicants will receive an automated email confirming the submission of their application, but only those candidates selected for an interview will be further contacted by Human Resources.

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and the Municipal Act, as amended.

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