Program Assistant

4 weeks ago

Kitchener, Canada City of Kitchener Full time

**Program Assistant (Kitchener Market) PT**

**Competition Number**

2024-436

**Job Code**

1154

**Posting Date**

October 17, 2024

**Closing Date**

October 24, 2024 (at 6:00pm)

**Job Status**

Continuous Part-Time

The **City of Kitchener** is a vibrant and dynamic city of approximately 292,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.The **City of Kitchener** is WHERE you want to work Learn more about the top reasons to join us:
**Why work at the City of Kitchener**

Position Overview:
- Provides frontline customer service pertaining to all Kitchener Market related activities: and provides administrative and financial support to the Kitchener Market on a daily basis from an operating perspective as well as for events and rentals.**Responsibilities**:
- Administration and Customer Service:
- Provides administrative support to the Kitchener Market, including front counter and phone reception, staffing needs, correspondence, meeting and information session coordination, filing and minute taking. Performs mail sorting and distribution and mail outs.
- Front line for customer service inquiries and dealing with patron complaints, problem solving, liaise with all market vendors and members of the public.
- Typing and general office duties, open, sort and distribute mail, manage files, office inventory, maintain and order supplies.
- Assist with vendor packages and distribution.Financial Responsibility:
- Prepares daily cash reconciliations, bank deposits, petty cash; organizes money for coin order operations; processes invoices and cheque requisitions using SAP.
- Receives and reconciles payments collected each week for rent.
- Prepares time sheets and enters into People Soft payroll system.
- Uses ActiveNet system to assist with generating vendor contracts.
- Manages reports for ActiveNet booking system.
- Assists in updating and amending vendor and entertainer contracts administratively and financially for seasonal and full-time vendors and clients.
- Monitors and tracks operating budget with the market manager on a regular basis through SAP.

Programming, Marketing & Communication:
- Promotes the Kitchener Market programs and offerings with partners, the public and vendors to encourage increased awareness, including by creating and sharing social media content.
- Represents the Kitchener Market and City of Kitchener at various events and trade shows and provides information to the general public about what we offer.
- Liaises with customers, contractors, vendors and partners by forwarding information, etc.
- Supports Programming and Marketing Coordinator in the development of seasonal programming, with a focus on food and festival programming.
- Assists with special event logistics at the market and coordinates table set up artisan events and supports the Market Event Coordinator.
- Reviews, recommends, and performs updates and revisions to the website.
- Reviews, recommends and performs updates and revisions to on-site physical marketing assets.
- Performs other related duties as assigned.

**Requirements**:
- Grade 12 diploma, plus up to 1 year of additional job-related courses.
- Minimum of 1 year related experience including experience in a market setting, hospitality, retail or tourism (customer service focus).
- Ability to support and project values compatible with the organization.
- High level of accuracy and well-developed keyboard skills to input data.
- Demonstrated organizational, administrative and job planning skills enabling successful balancing of a variety of tasks in order to meet deadlines.
- Able to work independently, take initiative, prioritize and meet deadlines.
- Strong written and verbal communication skills, using courtesy and tact, in order to answer or redirect inquiries from the general public and internal staff.
- Strong analytical, problem-solving and mathematic skills with attention to detail.
- Proven ability to work effectively in a team environment.
- Highly developed skills using Microsoft Office (Word, Excel, Outlook).
- Basic knowledge of health and safety regulations; food safety regulations; AGCO and licensing requirements within an event setting. Supports program coordinator in identifying risks and breaches to these regulations within an event setting.
- Reliable with good attitude and employment record.

Additional Requirements:
- Able to work evenings and early Saturday mornings.
- Able to work an 8 hour shift including significant periods on feet and walking around site.
- Physical ability to perform duties requiring lifting and moving of equipment, shoveling, cleaning etc. Hours may vary with advance notice due to programming needs.

***
- Please note that as per Huma

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