Loading...
Administrative Assistant-ProKids Coordinator_Recreation and Parks_Job Description_2018-06-27Position Title:Administrative Assistant/PRO Kids Coordinator Salary Band:Individual Contributors Department:Recreation and Parks Reports to:Director of Recreation and Parks Status:Permanent Fulltime Classification:Administrative Location:Municipal Complex (151 King Street), subject to Change Hours:Normally 8:30 a.m. to 4:30 p.m. with other hours for meetings outside of normal office hours, subject to change. Updated:June 27, 2018 SCOPE Under the direction of the Director of Rec reation & Parks, the Administrative Assistant will provide assistance to the Municipality of Chester Recreation & Parks Department in organizing and operating recreational activities. Work involves clerical tasks, computer assignments, filing,and bookkeeping, dealing with the public and assisting with Special Events. The Administrative Assistant will also manage and coordinate the Positive Recreation Opportunities for Kids Program. As designated, the Administrative Assistant will also work with the Ches ter Municipal Recreation Committee regularly and other assigned Committee as needed. Performance is subject to quantitative review and qualitative analysis by supervisor. Works overtime when required. 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. MUNCIPALITY OF THE DISTRICT OF CHESTER POSITION DESCRIPTION Administrative Assistant/PRO Kids Coordinator (continued)2 QUALIFICATIONS An Administrative Assistant’s Diploma or a combination of education and experience, which provides the following knowledge, abilities and skills: 1.Knowledge of business English, spelling, grammar, and punctuation. 2.Knowledge of arithmetic and bookkeeping. 3.Knowledge of modern office practices and equipment (photocopier,fax, scanner, laminating, postage meter,debit machine,etc.). 4.Knowledge, ability and experience operating IBM compatible computers (including use of Windows, word processing, working with spreadsheets, Internet & Email). 5.Knowledge of and experience operating Desktop Publishing would be an asset. 6.Ability to learn assigned clerical 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.Experience with organizing and planning recreation activities. 12.Ability to work cooperatively with other employees, associations and general public. 13.Ability and willingness to work both indoors and outdoors. 14.Ability and willingness to travel within the municipality, as required. 15.Must be bondable. SUMMARYOF FUNCTION Responsible for: 1.Responsible for administrative duties at the Recreation & Parks Office and at the Community School Coordinators’ Offices. 2.Provides information and services to the general public. 3.Computer operations. 4.Maintains files and records. 5.Takes program registrations both over the phone and in person. 6.Maintains financial records for Recreation & Parks Department, FHCS User Fee Accounts. 7.Assists with program planning and delivery when required. 8.Manages all aspects of the Positive Recreation Opportunities for Kids Program. Principle Duties and Responsibilities: Municipality of Chester Recreation & Parks Department 1.Provides information, photocopying, fax and laminating services to recreational groups. 2.Maintains files. 3.Prepares program brochure. Administrative Assistant/PRO Kids Coordinator (continued)3 4.Takes program registrations both in person and over the phone. 5.Proofreads Explore Life. 6.Prepares any correspondence, posters, brochures, reports, and/or forms as required. 7.Maintains photocopying accounts (sends invoices, correspondence, etc.) 8.Maintains all financial records relative to the Recreation & Parks Department, prepares regular deposits and monthly budget reports. 9.Submits weekly bills for payment. 10.Attends and assists with Special Events as required. 11.Performs related work as required. Forest Heights Community School & Aspotogan Consolidated Elementary School 1.Takes program registrations both in person and over the phone. 2.Prepares any correspondence, posters, brochures, reports, and/or forms required. 3.Attends and assists with Special Events as required. 4.Maintains all financial records and files relative to FHCS User Fee Accounts. 5.Prepares quarterly reports, reconciliations, deposits and transfers. 6.Maintains files, cheques and correspondence. 7.Performs related work as required. P.R.O. Kids Program 1.Administers applications, contacts organizations, designs sponsorship program and develops a marketing strategy to secure funding and create / improve community awareness for the Positive Recreation Opportunities for Kids Program (P.R.O. Kids). 2.Manages the database and takes all necessary steps to ensure confidentiality of the applicant is maintained throughout the placement in a specified P.R.O. Kids program. 3.Conducts reference checks on program applicants. 4.Advertises and promotes the program throughout the municipality based on the marketing strategy and utilizing accepted formats and practices. 5.Issues annual progress reports to P.R.O. Kids supporters. 6.Performs an inventory and maintenance check of equipment, as requ ired. 7.Applies for grant funding. 8.Manages the program budget. 9.Compiles statistics and creates reports. CONTACTS 1.Director of Recreation & Parks 2.Other Recreation Staff Members (team players) 3.Municipal Councillors 4.Chester Municipal Recreation & Parks Committee 5.Other Municipal Staff 6.Jumpstart & KidSport Organizations 7.FHCS Staff and ACES Staff Administrative Assistant/PRO Kids Coordinator (continued)4 8.South Shore Regional School Board 9.Other Municipal Recreation Departments 10.Other Provincial Organizations 11.Community Groups 12.General Public 13.Sport organizations and associations 14.Local Businesses 15.Media