Administrative Support

5 months ago

Halifax, 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 functions for their area such as processing program registrations, 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
- Provide resource information regarding all HRM recreation services
- Assess customer service concerns and make recommendations to Community Recreation Coordinator (CRC) and/or the Area Manager as required
- Provide support and assistance to CRCs and program instructors
- Process program registrations, withdrawals and refund requests
- Collect and input usage attendance for programs, rentals and memberships
- Under the direction of the Talent Recruiter, participate in the recruitment process of front desk and building monitor staff as required by providing posting information, and participating in the interview process
- Train, schedule and lead teams of casual staff
- Organize, maintain and oversee staffing schedules
- Set up new hires with proper access to facility operations
- Maintain employee files and ensures HR employee requirements are current
- Prepare and maintain part-time staff daily time sheets and submits to Finance
- Provide front desk/building monitors with ongoing supervision, and coaching
- Provide feedback to the Area Manager regarding any staffing concerns
- Prepare and transport deposits to the bank on a weekly basis as per Standard Operating Procedures
- Administer cash float as per Standard Operating Procedures
- Respond to Accounts receivables and credits on a weekly basis
- Monitor accounts receivables and ensure payments are received
- Identify and forward accounts for collection action when necessary
- Monitor and submit requests for refunds, credits, and account adjustments to the Recreation Software team as per Auditor’s guidelines
- Control access to facility safe
- Create/manage client and facility data records
- Responsible for entering all HRM one-time bookings into software program for one or more facilities
- Prepare, generate, amend, and oversee cancellations and payments and issue one-time rental contracts
- Respond and follow up on inquiries from customers
- Ensure special event liquor licenses are in order in accordance with Municipal Alcohol Policy AO-53 where applicable
- Ensure 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 (FMO). Provide support when necessary
- Responsible for answering all inquiries on the Uniform Call Distribution (UCD) line
- Update the LED/Outdoor Sign as needed
- Administer and maintain building security alarm codes
- Issue building keys
- Administer and coordinate Equipment Loan Program
- Create, publish, and maintain daily facility schedule boards and/or monitors
- Coordinate service calls for office equipment
- Retrieve mail from Community Mailbox
- Participate in departmental committees as required
- Obtain Special Constable designation for the purpose of issuing parking tickets in consultation with CRC or Manager as required
- Complete incident/accidents reports
- Request 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 of 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

**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**: Permanent, full-time

**HOURS OF WORK**: Monday to Friday, 8:30am. to 4:30pm for 35 hours per week

**SALARY**:$28.54 per hour as per the NSGEU Local 222 Collective Agreement; Level

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