Administrative Systems Specialist, Regular Full-time

1 week ago

Victoria, British Columbia, Canada West Shore Parks and Recreation Full time

Internal/External Job Posting



POSITION:
Administrative Systems Specialist



SALARY:
$37.74 to $42.76 per hour + benefits (2023 rates)_ _**


CLASSIFICATION:
J15, Administrative Systems Specialist



HOURS OF WORK:
Primarily Monday to Friday, with the ability to work a variety of shifts, including

afternoon, evening, or weekends as required for operational requirements.



STATUS:
Regular full-time



CLOSING DATE:
September 12th, 2023, at 12:00PM

COMPETITION #: 23-86

SUMMARY
Reporting to the Manager of Finance and Administration, the Administrative Systems Specialist performs
supervisory and administrative duties as well as some financial and accounting functions. Duties and

responsibilities include:
Intelligenz system administration, providing technical consultation and problem
- solving assistance, direction of reception staff. The Administrative Systems Specialist is responsible for
resolving user problems, coaching, training, researching program enhancements, exercising independence of
judgment and generally assuming control of the day-to-day administrative operations in accordance with
vendors to resolve more difficult user problems, specific to administrative software. Responsible for the
supervision of the reception supervisor.

JOB DUTIES & ACCOUNTABILITIES

  • Responsible for ensuring consistent procedures; assisting with the administration and maintenance of
internal software programs including Intelligenz.

  • Addresses IT issues in software systems affecting management, programmers, maintenance, parks,
reception, online registration and ticketing; assists in resolving functionality problems or identifying
alternative methods to achieve the desired results.

  • Acts as liaison with IT service provider and oversees internal IT requirements.
  • Supervises and evaluates the reception supervisor in addition to training and coaching recreation staff._ _
  • Represents the administration department at various interdepartmental meetings ensuring smooth
communication.
_ _

  • Performs repairs and installs new equipment and ensures all office equipment is maintained; responsible
recreation and finance department or by management.

  • Designs training course material and conducts formal classroom training for Intelligenz systems.
  • Develops procedures for incorporating new technology into daily operations (i.e., cash handling).
  • Develops and establishes administrative methods and procedures and provides input on the development
of new and revised policies.

  • Prepares and maintains a variety of reports and records for the Manager of Finance and Administration
and the Administrator.

  • The Administrative Systems Specialist may provide some assistance with monthend reporting and
financial reporting as well as some budget preparation.

  • Responsible for the recruitment and hiring of new reception staff; supervises and coaches staff and
provides orientation to staff.
_ _

  • Other related duties as required.

QUALIFICATIONS

  • Diploma or degree from a recognized postsecondary institution with minimum of three years' experience
in a computerized recreation environment using recreation software (Intelligenz, Crystal Reports, Econnect

An equivalent combination of education and experience combined with a lesser degree may be
considered.

  • Previous experience with project management; creating plans, developing timelines, and coordinating
resources, while maintaining accuracy and meeting deadlines.

  • Previous experience creating and updating training manuals, policies, and procedures.
  • Must have an exceptional knowledge and background of recreational software, such as Intelligenz system
software, including Crystal Reports.

  • A demonstrated ability to work independently, prioritize, organize and multitask to meet operational
requirements; ability to manage a variety of projects and meet deadlines.

  • Ability to be flexible, decisive and deal with constantly changing work patterns and priorities.
  • Strong leadership ability and demonstrated capability to supervise staff effectively to establish and
maintain effective working relations; work effectively and efficiently within a team environment and inter
- departmentally in a multi-disciplinary team.

  • Demonstrated interpersonal and conflict resolution skills.
  • Excellent communication skills and the ability to work well in a multidisciplinary team are required with a
focus on providing exceptional customer service as well as operational effectiveness and efficiency.

A clear and current criminal record check is a condition of employment and is the financial responsibility of

APPLICATIONS
Resumes and cover letters quoting competition
23-86 to be received prior to
September 12th, 2023, at 12:00PM,

Attention:
Human Resources, West Shore Parks & Recreation Society, 1767 Island Highway, Victoria BC V9B 1J1,

Posted:
August 29th, 2023.

All
regular status employees and their immediate family members are elig

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