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Position Summary Reporting to the Manager of Parks, Recreation and Facilities, or designate, the Facilities Clerk will provide administrative support including reception, payroll, processing invoices, accepting payments, and coordinating with user groups and potential renters. This is a front-line position with frequent interaction with the general public.
Responsibilities
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- Provide administrative support to the Manager of Parks, Recreation and Facilities and Supervisor of Parks, Recreation and Facilities including:
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- Track and maintain inventory levels and order supplies
- Create and manage work orders on City works
- Follow-up with vendors and process invoices.
- Assist in organizing and maintaining a staff training schedule
- Schedule monthly, semi-annual and yearly inspections with contractors
- Update Safety Data Sheets to ensure they are current
- Reconcile daily financials
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- Act as the point of contact for individuals interested in renting Town facilities, including scheduling, showing facilities, booking contracts, room set-up design and internal logistics.
- Coordinate sports user groups and private rentals including securing appropriate contracts and corresponding fees, organizing and communicating ice rentals and room schedules, notifying users of field or facility closures
- Facilitate arena board sponsorship and commemorative bench/tree program
- Coordinate the marina administration including usage of boat wells and placement, ramp passes, ordering fuel and track sales, plus correspondence with renters.
- Respond to customer inquiries, and provide exceptional customer service.
- Other duties as assigned
Qualifications
- College diploma in administration
- Minimum two years of office experience.
- Proficient and experienced with Office 365; Microsoft Word, Excel, PowerPoint and Outlook
- Knowledge of Perfect Minds or similar recreation/program booking software, REACHMedia and City Works an asset.
- Ability to work effectively in a team environment and work independently.
- Excellent communication, interpersonal and customer service skills to listen and exchange information in a professional manner
- Hold a valid “G” license and access to a personal vehicle.
- Valid standard First Aid and CPR/AED certification.
Working Conditions
- Reporting site is the Kingsville Arena
- Requires a need for detail and accuracy.
- Standard hours are Monday to Friday 8:30 – 4:30, but at times after hours work might be required (evening and weekends)
The normal workweek is 35 hours and rate of pay will be $31.88- $32.88 an hour.
Applications must be received no later than 4:30 p.m. on Friday, June 7, 2024.
All applications are appreciated however only those selected for an interview will be contacted.
Accommodations under the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) will be provided upon request.
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