Administrative Assistant

The Administrative Assistant - Recreation will be responsible for completing administrative functions to support the department objectives including customer service support and marketing support. This position will assist with the coordination of registration activities and respond to customer inquiries.

Location: Davidson Centre

Reporting To: Manager of Recreation

Responsibilities:

1. Complete general administrative support responsibilities for the department - e.g. correspondence, process mail, respond to and direct emails, record keeping, report writing, financial administration, interaction with stakeholders, maintain office supplies inventory, etc.

2. Respond to customer and community group inquiries, set up customer accounts, verify accuracy of information, assist with registration of participants for programs, provide required information, document and follow up on questions and complaints.

3. Complete financial administration - e.g. process invoices and purchase orders, process payments, maintain petty cash, upload financial data to system, reconcile credit card reports, balance and reconcile accounts and bank deposits, assign accounts and prepare a breakdown for shared expenses, prepare invoice requests, issue receipts and refunds, etc.

4. Provide input and coordinate the submission of the departmental rates and fees schedules.

5. Conduct research on a variety of topics and assist with the preparation of required documents. Assist with identifying trends and evaluating current programs, including facilitating participant surveys and coordinating feedback.

6. Assist with coordination of website development and social media activities, write content and maintain calendars, photo images and news items.

7. Assist with the preparation and distribution of contracts and partnership agreements.

8. Assist with the coordination of the tendering process publishing tenders to the website

9. Coordinate activities related to the Memorial Tree, Memorial Bench and Community Garden Programs.

10. Coordinate the advertising and sponsorship program, send out sponsorship requests and liaise with potential sponsors. Communicate with department supervisors regarding sponsored activities.

11. Act as a resource for the Kincardine Trails Committee; coordinate meetings, create agendas, transcribe and distribute minutes of meetings, and track action items.

12. Act as backup support for Facility Scheduler and Customer Service Representatives as necessary.

13. Act as an administrative resource for the crossing guard program as necessary.

14. Monitor Municipal Lease Agreements and communicate with tenants.

15. Assist with the development of policies and procedures for the community services departments.

16. Adhere to Municipality of Kincardine corporate policies and procedures.

17. Perform other duties as assigned by Management.

Education & Experience Requirements:

• Post-Secondary education in Public Administration, Business, or Office Administration
• Post-Secondary education in Recreation is considered an asset
• 3 years of experience in a similar role
• Experience working in a municipal environment is considered an asset

Required Knowledge, Skills & Competencies:

• Experience with Keystone and/or Active Net would be considered an asset
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Strong communication skills, both oral and written, with the ability to interact effectively with a variety of stakeholders
• Strong organization skills and attention to detail
• Good time-management skills and the ability to juggle multiple priorities
• Demonstrated work history that highlights teamwork and a positive attitude

Employment Information:

• Permanent, Full-Time Position
• 35 Hours per Week
• 2026 Compensation - Group 6 (Step 1 $30.50/hr - Step 5 $38.12/hr)
• This job posting is for an existing position within our organization

Qualified candidates are invited to submit their application at using the online form no later than December 9, 2025 at 12:00pm. All Applications MUST be submitted through the Municipality of Kincardine website to be considered.

Job Types: Full-time, Permanent

Pay: $30.50-$38.12 per hour

Expected hours: 35 per week

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site gym

Work Location: In person