Customer Experience Administrative Support

**Opportunity Highlight**:
Closing Date**:March 9, 2025**Position Type**:Non Permanent**Compensation**:$27.66-32.08**

We have an exciting opportunity for a dedicated individual to join our team as a Customer Experience Administrative Support. This role involves providing short-term, casual, and temporary administrative support across various departments in the Town of Okotoks.

If you enjoy collaborating with others, share our values and have a desire to learn and grow, join our Administrative Talent Pool.

The Customer Experience Administrative Support provides support to various departments across the Organization. Assigned administrative responsibilities may encompass one or more of the following areas:
Customer Experience Support
- Greet and engage with customers through various communications channels
- Provide information and guidance on services and or programs offered by the Town of Okotoks;
- Process and/or direct customer enquiries to appropriate business centres;
- Receive payment for Town services, programs and or bookings;
- Accountable for daily cash handling and receipting according to approved Town practices
- Provide timely and accurate responses to customer inquiries;
- Receive and process internal and external mail, data entry, track data costs and usage statistics.

Office and Administrative Support
- Provide administrative support including preparing standard letters, receiving and processing mail both internally and externally;
- Be involved in all aspects of coordinating the calendar of others including setting up meetings, creating and circulating agenda and meeting minutes, coordination of meeting rooms, required technology and other details related to the event or meeting;
- Provide administrative back-up and assist with special projects as required.

Financial Support - Accounts Receivable & Accounts Payable
- Answer all inquiries, whether in person, by telephone, or written, pertaining to financial accounts;
- Prepare cheques and/or electronic payments and statements on a weekly basis, validating appropriate documentation, approvals and vendor statements;
- Prepare cash requirement reports and spending analyses as required;
- Balance accounts receivables and payables sub-ledger to general ledger on a monthly basis;
- Create, modify & update reports and analysis as required;
- Responsible for debt collection on behalf of the Town.

Facility Booking and Events Support
- Work with user groups to schedule Town recreation facilities;
- Work may focus on certain indoor or outdoor recreation user groups and/or facilities such as - Indoor: Ice arenas, dry pad activities, Rec. Centre gymnasium and school gymnasiums covered by Joint Use agreements. Outdoor: Baseball diamonds, soccer and other play fields and green spaces;
- Create, amend and maintain facility booking contracts and associated documents in recreation software system and corporate records management system where applicable, including related documents such as special event forms, insurance, rates and fees, facilities and equipment;
- Work with internal and external clients regarding special events, ensuring the events run smoothly, including booking space, communication with parties involved for proper set-up, take-down of the event, permitting procedures for road closures, etc.

**Opportunity Details**:

Job Posting ID0525NPHours of WorkvariesStandby Rotation RequiredNoDriver's Abstract RequiredNoPolice Record Check RequiredYes**What we offer**:

- Career development
- Competitive wages
- Flexible work schedule

**What you Bring**:
A combination of education and experience that would provide the required knowledge, skills and abilities to qualify. A typical way to qualify is equivalency to completion of high school with specialized training recognized by a certificate, plus:

- Experience working in an office environment;
- Exceptional customer service skills, the ability to multi-task and prioritize workload while dealing with frequent interruptions are required;
- Good oral and written communication skills as well as experience with handling cash;
- Experience in working with Microsoft Office suite;
- A broad knowledge of the community’s resources and services is an asset;

**Equity, Diversity and Inclusion (EDI)**:
**How to apply**:
**Accommodations**:

- We will provide an accessible experience for applicants. We are committed to providing an inclusive and barrier-free work environment, beginning with the recruitment process.
- If you have restrictions that need to be accommodated to fully participate in any phase of the recruitment process, please contact us through our online contact form.
- All information received in relation to accommodation will be kept confidential.
- Last Updated: _February 27, 2025_