Administrative Assistant-Recreation (Temporary, Full-Time)

General

The Administrative Assistant provides administrative, clerical, and basic financial support to the Managers & Supervisors within their Department.

Primary Responsibilities

Department Operations

• Responsible for the provision of administrative support services including but not limited to preparing correspondence and filing for the department.
• Act as recording secretary to Department, Board, or Committee meetings as directed.
• Respond accurately to questions from the public regarding departmental matters, referring inquiries of a more complex nature to the appropriate supervisor or staff member.
• Receive and record monies, prepare invoice requests and prepare departmental purchase orders.
• Use a variety of time management tools including electronic calendars, to manage departmental tasks and appointments.
• Maintain departmental statistics as required.
• Assist with the preparation of documents such as Contracts, Requests for Proposals, Agreements, etc.
• Maintain inventory control and distribution of office supplies for the department.
• Additional department-specific duties as per attached.
• Maintain and update a procedure manual for the position.
• Maintain departmental Health and Safety records.
• Actively participate in Formal Workplace Inspections in area of responsibility.
• Review pertinent Hazard Identification, Assessment, and Control worksheets on an annual basis as required by the Municipal Health and Safety Program.
• Follow all Safe Work Practices and Procedures.
• Immediately report any unsafe conditions, potential work hazards, or incidents to Supervisor.
• Perform other duties as directed by the Supervisor.
• Attend position-related seminars as directed by the supervisor.

Human Resources, Team Management, and Leadership

• Foster a team environment which inspires hard work, dedication, collaboration, and fun supporting a positive organizational culture.
• Responsible for maintaining a working environment which includes integrity, trust and respect in accordance with Town policies.

Health and Safety

• Comply with all health and safety practices as it relates to the work, standard operating guidelines and the Occupational Health and Safety Act.
• Actively participate in Formal Workplace Inspections in area of responsibility.
• Review pertinent Hazard Identification, Assessment and Control worksheets on an annual basis as required by the Municipal Health and Safety Program.
• Participate in training and ensure being adequately trained and competent to perform the work.
• Ensure that all Safe Work Practices and Procedures are followed.
• Act upon all reports of any unsafe conditions, potential work hazards or incidents.
• Ensure the protective equipment, devices or clothing are maintained in good working order and used correctly.
• Advise your direct Supervisor of all observed Health and Safety concerns.

Department Additional Duties:

Recreation 

• Responsible for managing/operating the POS Activenet including maintenance, facility and equipment bookings, program registrations, refunds, invoicing, reconciliation, and overall support to Town Staff.
• Coordinate and schedule receptionist coverage for Guest Services.
• Coordinate and manage bookings, schedules, and room assignments for user groups and customers. This includes the Leisure Centre, Parks spaces, Recreation Spaces, and school bookings.
• Creating, coordinating, and maintaining promotional materials utilizing various mediums such as the Town of Edson website, social media, newspaper, radio, etc.
• Valid class 5 driver’s license required to run errands
• Must provide current Criminal record check including Vulnerable sector check