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Administrative Assistant_Job Description_Recreation and Parks_2017-10-10 Municipality of the District of Chester Position Description Position Title: Administrative Assistant Department: Recreation & Parks Department Reports to: Director of Recreation & Parks Location: Municipal of the District of Chester, Subject to change Hours: 8:30 am to 4:30 pm, Monday to Friday May be subject to change. Overtime as may be required. Status: Regular Full-Time Classification: Administrative Salary Band: Administrative Assistants Updated: October 2017 SCOPE Under the direction of the Director of Recreation & Parks, the Administrative Assistant will provide assistance to staff of the Chester Municipal Recreation & Parks Department, complete various duties and functions, as well as provide support with recreation programs and special events. As designated, the Administrative Assistant will also work on a regular basis with the Chester Municipal Recreation & Parks Committee and other assigned Committees as needed. OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION 1. The Municipality of the District of Chester is committed to workplace safety and all employees are expected to actively participate in the Municipality’s Occupational Health and Safety Policy and Program and Occupational Health and Safety Legislation as well as Regulations of the Province of Nova Scotia. 2. The Municipality of the District of Chester complies with the Employment Legislation of Nova Scotia and all employees are also expected to act in accordance to the appropriate Legislation as well. A 2 DescriptionJob –& Parks Department Recreation –Assistant dministrative QUALIFICATIONS Certification in Office Information Technology or equivalent or a combination of education and experience that demonstrates a capability to assume the duties of Administrative Assistant. 1. Knowledge of business English, spelling, grammar, and punctuation. 2. Knowledge of arithmetic and bookkeeping. 3. Knowledge of modern office practices and equipment (photocopier, Ricoh, fax, scanner, laminating, postage meter, telephones, etc.). 4. Knowledge, ability and experience operating computers (i.e. Windows, Microsoft Office, Internet & Email). 5. Knowledge, ability and experience in using Desktop Publisher would be an asset. 6. Ability to learn assigned administrative tasks readily and to adhere to prescribed routines. 7. Ability to interact well with the public. 8. Friendly, outgoing personality. 9. Energetic and keen individual with a creative mind. 10. Basic knowledge of the kinds of activities included in recreation programming. 11. Ability to work cooperatively with other employees, associations and general public. 12. Must be bondable. SUMMARY OF FUNCTION GENERAL RESPONSIBILITIES: 1. Front Line staff that processes all program registrations. 2. Provides information and services to the general public either in person, over the phone or by email. 3. Computer assignments ranging from word processing to graphic designing. 4. Maintains files, records and statistics. 5. Minimal Bookkeeping. 6. Assists with program planning and delivery when required. SPECIFIC RESPONSIBILITIES: 1. Provide information, photocopying, fax and laminating service to community groups. 2. Maintains files. 3. Assists with preparation of program brochure. 4. Enters all programs into ActiveNet. 5. Front Line staff that processes program registrations and payments through ActiveNet either in person, over the phone or by email. 6. Prepares weekly recreation column for Lighthouse log. 7. Deals with all aspects of the Weekly Community Events Calendar. 8. Updates the weekly events calendar on the Municipal website. A 3 DescriptionJob –& Parks Department Recreation –Assistant dministrative 9. Attends and records minutes for the Chester Municipal Recreation & Parks Committee monthly meetings. 10. Prepares any correspondence, posters, brochures, reports, and/or forms required. 11. Assists with Special Events. 12. Deals with all aspects of the annual Volunteer Reception. 13. Performs related work as required. CONTACTS 1. Recreation & Parks Department Staff 2. Other Municipal Staff 3. Chester Municipal Recreation & Parks Committee 4. Municipal Councillors 5. FHCS & ACES Staff 6. South Shore Regional School Board 7. Other Municipal Recreation Departments 8. Provincial Organizations 9. Community Groups 10. General Public 11. Sport organizations and associations 12. Local Businesses 13. Press