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Administrative Support Specialist

2 months ago

Lloydminster, Canada City of Lloydminster Full time
Job Summary

The City of Lloydminster is seeking a highly organized and detail-oriented individual to fill the role of Administrative Support Specialist - Booking Coordinator. This position is responsible for managing bookings, preparing documents, and processing financial transactions for the Bioclean Aquatic Centre, Outdoor Pool, and Bud Miller All Seasons Park.

Key Responsibilities
  • Creates and processes invoices for users
  • Creates purchase orders for purchasing facility materials
  • Completes forms for new vendors and customers to be added to the system
  • Pays facility bills and completes purchase orders for refunds
  • Completes month-end reports
  • Completes deposits for all front-end shifts throughout the week
  • Orders change for the register and safe as required
Administrative Duties
  • Reviews programs and facility bookings in Recreation Software; provides updates to lifeguards, staff, and the public
  • Creates and prints monthly facility schedules; has copies available for the public
  • Orders gift certificates and complimentary passes as required
  • Communicates with Marketing to update information related to the Bioclean Aquatic Centre, Bud Miller All Seasons Park, and Outdoor Pool website pages
  • Facebook page administrator
  • Assists with other related office duties, including printing, scanning, faxing, emailing, etc.
  • Orders Supplies/Merchandise
  • Enters inventory into POS Manager when merchandise arrives
Customer Service
  • Responds to customers' needs in a timely, courteous manner; strives to consistently meet service standards; and follows up with customers during and after delivery of service to ensure that their needs have been met
  • Main point of contact for user groups and booking customers
  • Completes general front administrative duties from time to time, including answering incoming calls, greeting patrons and customers, accepting payment, and providing information
Other
  • Other related duties as required
Working Conditions

Normal working hours are Monday through Friday 8:00 a.m. to 5:00 p.m., however, there may be the occasional requirement to work outside of these standard hours.

Qualifications
  • Post-secondary Diploma in Business Administration or a related field from a recognized institution
  • Two years' experience in a prior administrative position
  • Ability to work effectively in a digital office environment; proficiency in Microsoft Office including Word and Excel
  • Strong communication, organizational, and time management skills
  • The ability to multitask and converse both verbally and in written correspondence
  • Valid Standard First Aid and CPR C
Pre-Employment Requirements
  • Satisfactory Criminal Record Check
  • Successful applicant must provide proof of qualifications
  • Applicants with international education will be required to include an Academic Credential Assessment with application