Office and Program Assistant

3 months ago

Kitchener, Canada City of Kitchener Full time

**Office and Program Assistant (Community Centre)** PT**

**Competition Number**

2024-359

**Job Code**

0473

**Posting Date**

August 22, 2024

**Closing Date**

August 29, 2024- (at 6:00pm)**Job Status**

Continuous Part-Time

The **City of Kitchener** is a vibrant and dynamic city of approximately 270,000, 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:
- The successful applicant will find themselves working in a fast-paced community centre environment. The Office and Program Assistant is accountable for the day to day administrative tasks, working with other community centre staff and volunteers, and interacting with patrons employing a customer service focused approach. The Office and Program Assistant must utilize effective planning techniques to meet a variety of deadlines.**You might be interested in this role if**:

- You have a passion for working with community and neighborhood groups, volunteers and partner organizations.
- You enjoy supporting, mentoring and training other staff members.
- You are an active listener and have developed strong de-escalation techniques.
- You are comfortable working with and escalating situations involving sensitive populations (ex. precariously housed, those experiencing a mental health or addiction crisis etc.).
- You are detail oriented and can adapt to changing priorities.

**You Are**:

- A collaborative team player able to work across divisions and departments.
- A problem solver that is focused on the big picture and on forward-thinking approaches.

**Please note the applicant may be **required** to work a variety of shifts including evenings, weekends, daytime shifts and holidays.**

**Responsibilities**:
**Customer Service**:

- Contribute to a collaborative team approach to service delivery amongst community centre staff.
- Provide a consistent level of high-quality customer service, including responding to questions/concerns from the public and community partners, responding to inquiries about rentals and requests for refunds, taking payments and registrations, etc.
- Contribute to the work of the community centre staff team in supporting and executing Neighbourhood Association and another partner events and initiatives in the centre, on the centre property and in surrounding neighborhoods.

**Centre Administration**:

- Attend to the day-to-day operations of the centre with emphasis on the coordination of office procedures, identified administrative duties, providing front-line customer service, overseeing the rental, program registration and facility booking processes, and providing administrative support to Neighbourhood Associations, other community partners and centre users.
- Perform administrative and financial tasks, including preparing bank deposits, processing petty cash, daily cash balances.
- Create the community centre staff schedules for approval by the Community Centre Facilitator.
- Contribute to a consistent level of care for the facility, including: identifying facilities management, maintenance, and/or security needs, ensuring maintenance of outdoor spaces (e.g. spot clean or shovel snow, salt entrance), and monitoring and addressing patron behavior issues when required.
- Work with FM staff to ensure appropriate support and scheduling of FM staff at the centre.
- Coordinating payroll functions for centre staff.

**Program Registration & Facility Bookings**:

- Accountability and oversight for the entire program registration and facility booking process.
- Accountability and oversight for the entire rental process including (but not limited to) responding to inquiries, screening applicants, providing tours, reviewing terms with patrons, accepting/processing payments, making tentative bookings, coordinating and prioritizing room booking schedules, coordinating licenses, insurance and security, and preparing and processing contracts.
- Work with the Community Centre Facilitator to contribute to efforts to achieve the centre revenue targets (program and rentals) through program registration and facility bookings.
- Participate in the production of consumer publications (e.g. Active Kitchener magazine, Neighbourhood Association newsletters etc.).

**Requirements**:
- Be reliable with a good attitude and employment record.
- Possess a high school diploma plus up to one year of related post-secondary courses.
- Have a minimum of one year of related experience.
- Be able to work flexible hours including daytime, evening, weekends, late nights and holidays, depending on the needs of the centre.
- Be able t

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