Administrative Assistant of Recreational Facilities

Job Description - Administrative Assistant of Recreational Facilities

Position Summary and Objectives

The Administrative Assistant of Recreational Facilities ensures a permanent presence for the Town of Shediac by providing a courteous and professional welcome to the public, both at the reception desk and over the phone. The incumbent provides administrative support to the Department of Community Living and Recreation, particularly with respect to logistics, procedures, and communications related to facility bookings, as well as the management of municipal recreational inventories.

This administrative position includes responsibility for welcoming users at the Multipurpose Centre, maintaining and managing records related to recreational facilities and inventories, and supporting the department's administrative operations.

Key Responsibilities

Description

• Welcome visitors to the facility in a professional manner, determine the purpose of their visit, and direct or escort them to their destination.
• Answer incoming phone calls, redirect calls to the appropriate staff, or take messages as needed.
• Receive and respond to general email inquiries or forward them to the appropriate recipient.
• Perform basic accounting tasks as requested by the Director of Finance, in relation to the activities of the Department of Community Life.
• Receive complaints from the public and forward them to the appropriate personnel.
• Receive and distribute incoming mail and faxes.
• Ensure the proper functioning of administrative equipment within the recreational facilities.
• Manage office supply inventory, including items such as paper, pens, and other basic supplies.
• Receive payments and issue receipts.
• Follow up with various vendors as required.
• Communicate with different community teams to ensure effective information sharing.
• Maintain up-to-date distribution lists and contact information (Outlook).
• Manage the inventory of custodial supplies.
• Perform administrative tasks such as drafting, editing, formatting, transcription, and translating documents from various departments.
• Perform any other tasks assigned by the Director of Community Living and Recreation.

Minimum Qualifications

Education (Diploma / Certificate): Post-secondary certificate or diploma in administration or secretarial studies, or an equivalent program or training.

Experience: Minimum of one (1) year of relevant experience in a similar or related position.

Knowledge, Skills, and Abilities:

• Proficiency in both French and English, orally and in writing.
• Competent in computer applications, particularly Microsoft Office Suite, and familiar with basic accounting software principles.
• Demonstrates reliability and discretion in handling confidential matters related to the position and the municipality. Possesses political awareness and the ability to manage sensitive issues with sound judgment.
• Able to maintain positive interpersonal relationships with staff and the public.
• Dynamic, proactive, and capable of exercising good judgment, strong organizational skills, and effective problem-solving. Able to work closely with the community.
• Demonstrates autonomy, reliability, and punctuality; shows initiative and teamwork; possesses excellent organizational skills, sound judgment, and a strong customer service orientation.

Working Conditions

Work Hours: The regular work schedule is 35 hours per week, Monday to Friday, from 8:00 a.m. to 4:00 p.m. Employees may finish at noon on Fridays, provided they have made up the equivalent of three (3) hours earlier in the same week.

This position requires occasional attendance at meetings outside regular business hours, as well as participation in weekend events.

Work Location: Shediac Multipurpose Centre

Employment Type: Full-time, permanent

Benefits: Comprehensive and competitive benefits package, including participation in a retirement plan, as well as coverage for health, dental, and life insurance.

Annual Salary: $48,800 to $58,560