Administrative Support

6 months ago

Hammonds Plains, Canada Halifax Regional Municipality Full time

**Job Posting**
- The Administrative Support position is responsible for providing customer service support for the delivery of recreation at Halifax Regional Municipality operated recreation centres; coordinating and supervising teams of front-desk staff to deliver an enhanced customer service experience. This position provides administrative support for their area, including processing program registration, one-time rental bookings, membership sales, as well as payroll and cash handling as a facility administrator.
- **DUTIES AND RESPONSIBILITIES**
- Promote and highlight programs, memberships, and rental opportunities
- Provides resource information regarding all HRM recreation services
- Assesses customer service concerns and makes recommendations to Community Recreation Coordinator (CRC) and/or the Area Manager as required
- Provides support and assistance to CRCs and program instructors
- Processes program registrations, withdrawals, and refund requests
- Collects and inputs usage attendance for programs, rentals, and memberships
- Under the direction of the HR Generalist, participates in the recruitment process of front desk and building monitor staff as required by providing posting information, and participating in the interview process
- Trains, schedules, and leads teams of casual staff
- Organizes, maintains, and oversees staffing schedules
- Sets up new hires with proper access to facility operations
- Maintains employee files and ensures HR employee requirements are current
- Prepares and maintains part-time staff daily time sheets and submits to Finance
- Provides front desk/building monitors with ongoing supervision, and coaching
- Provides feedback to the Area Manager regarding any staffing concerns
- Prepares and transports deposits to the bank on a weekly basis as per Standard Operating Procedures
- Administers cash float as per Standard Operating Procedures
- Respond to Accounts receivables and credits on a weekly basis
- Monitors accounts receivables and ensures payments are received; identifies and forwards accounts for collection action when necessary
- Monitors and submits requests for refunds, credits, and account adjustments to the Legend Software team as per Auditor’s guidelines
- Controls access to facility safe
- Creates/manages client and facility data records
- Responsible for entering all HRM one-time bookings into software program for one or more facilities
- Prepares, generates, amends, oversees cancellations and payments and issues one-time rental contracts
- Responds and follows up on inquiries from customers
- Ensures special event liquor licenses are in order in accordance with Municipal Alcohol Policy AO-53 where applicable
- Ensures group insurance is in order as per municipal risk management guidelines
- Produce, maintain, and provide updated facility schedule for front line staff
- Liaise with Central Booking on the status of on-going facility bookings
- Report facility maintenance issues to the Community Recreation Coordinator (or designate) and Facility, Maintenance and Operations (MFMO). Provide support when necessary
- Responsible for answering all inquiries on the Uniform Call Distribution (UCD) line
- Updates the LED/Outdoor Sign as needed
- Administers and maintains building security alarm codes
- Issues building keys
- Administers and coordinates Equipment Loan Program
- Creates, publishes, and maintains daily facility schedule boards and/or monitors
- Coordinates service calls for office equipment
- Retrieves mail from Community Mailbox
- Participates in departmental committees as required
- Obtains Special Constable designation for the purpose of issuing parking tickets in consultation with CRC or Manager as required
- Completes incident/accidents reports
- Requests Protection of Property Act, when necessary, in consultation with CRC or Area Manager
- May perform other related duties as assigned

**QUALIFICATIONS**
**Education and Experience**
- Grade 12 and Administrative Diploma from a recognized educational institution
- Minimum two years’ experience working in a front-line customer service position
- Minimum one year of experience in a leadership position
- Minimum one year of experience handling various revenue streams, including balancing, and preparing bank deposits
- Equivalent combination of education and experience may be considered

**Technical / Job Specific Knowledge and Abilities**
- Working knowledge of records keeping, cash handling and human resource management
- Working knowledge of finance and purchasing procedures and cash handling practices
- Experience in Legend or other Recreation Management software will be considered an asset

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.- **COMPETENCIES**:Valuing Diversity, Communication, Customer Service, Organization and Planning, Teamwork and Cooperation
- **WORK STATUS**: Temporary, full time (Up to 12 months)
- **HOURS O

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