Job Summary

Under supervision of the Clerical Supervisor 13, this position performs clerical, reception, and office administration duties. As part of the Community Development team, this position supports Social Development, Neighbourhood Services, and Culture & Inclusion. 

Duties & Responsibilities

• Interacts with the public in-person, by phone, and email. Greets patrons to the space and directs people to their activities in the building. Passes inquiries by email/phone to relevant staff members.
• Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
• Provides support to the Leisure Access Pass program including collecting applications, screening for eligibility, and entering data into various databases, ensuring its accuracy, and produces reports, contracts, and labels. Provides direct support to applicants including addressing complaints and issues, including documentation and tracking, and elevates to the necessary staff member as required.
• Develops and maintains spreadsheets for various programs and services including program registrations, summer staff hiring, community program summaries, and supplies inventories.
• Acts as recording secretary for variety of staff meetings and as required, for meetings with various other groups.
• Coordinates and provides reception and administrative support services, including ordering office supplies to maintain inventory levels and ordering courier services.
• Maintains records of office expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
• Maintains the centralized office filing system, including confidential documents.
• Arranges and confirms appointments.
• Sorts and distributes incoming and outgoing mail.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements:

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 45 w.p.m.
• Two years' diversified experience in general office procedures and customer service.

Knowledge, Abilities and Skills:

• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Demonstrated ability to work with the public and members of equity deserving groups.
• Knowledge of the RecTrac system.
• Ability to take accurate minutes of meetings, including the use of transcribing software.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to work with minimum supervision and to prioritize duties and responsibilities.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidentiality.
• Demonstrated skill in the use of a computer using the Microsoft Office Suite, specifically Word and Excel
• Demonstrated skill in the use of Adobe Pro.