Business Support Administrator - Kenilworth, Canada - CORPORATION OF THE TOWNSHIP OF WELLINGTON NORTH
Description
Term/Task Contract
The Administrative Support is an organizational shared service that delivers clerical support to all departments while providing convenient, accessible service to the community through the delivery of a wide range of information and transactional services that result in a positive experience.
Services include professional front-line customer support and service, facilities and program inquires/bookings, payment processing and account maintenance, document management and the maintenance and development of promotional materials.
Core Responsibilities:
- Process and accept payments for program registrations, facilities bookings, permits, licenses, dog tags and other point of sale transactions; Distribute and or coordinate to issue related documents, permits, licenses, tags etc. for services;
- Coordinate with appropriate department regarding delivery of services delivered from front counter (e.g. Building, Fire, Operations etc.);
- Maintain bulletin boards, information rack, brochures/flyers, mailboxes, kitchen stock, telephone messaging system, office equipment, process incoming/outgoing mail and coordinate with external service providers as needed (Bell, IT Support, Staples, Website provider etc);
- Assemble and circulate rental packages for clients, including pertinent information such as the contract, terms and conditions, fee schedule and relevant policies;
- Invoice, receive and process revenues and perform various cash control and reconciliation functions. Followup on overdue payments and collection terms;
- Perform varied administrative and clerical tasks, including conducting research, preparation of correspondence, records system maintenance (including CLASS), data entry, filing, mailing lists, maintaining and updating forms/documents/spreadsheets, ordering and managing required supplies, and assistance with all aspects related to the administration of services;
- Assist and support with program scheduling, sponsor requests, information requests and "upselling" facilities, programs and recreation services;
- Produce and distribute various reports and schedules to inform leaders and support data driven decision making (SOCAN, Facilities Usage, Facilities Schedules, Ice Schedules, Revenue Reports, Program Attendance etc);
- Liaise and communicate with departments, including facilities/recreation team to ensure services/rentals are implemented in a smooth and cohesive fashion with a goal of exceeding service expectations;
- Monitor and update the municipal website weekly to ensure current information is posted; ensure pertinent information is readily available and assist in the development of the annual Leisure Calendar and other promotional materials;
- Operate office equipment and computers utilizing a variety of software packages, using advanced formatting functions, macros, mail merges etc.;
- Assist and support the municipal election administrative process;
- Attend meetings, committees and training sessions as required;
- Support and assist department heads with planning and execution of larger township events and/or projects as required;
- Perform agenda/meeting minutes duties when required to drive a cross functional support and team environment;
- Undertakes special projects and performs all other related duties as assigned.
years of administrative/clerical experience specifically related to the job duties including records management, preparing correspondence, coordination with departments and handling customer inquiries in person, by telephone and in writing.
- Grade 12 High School Diploma or equivalent.
- Experience providing exceptional customer service to various stakeholders including residential and commercial customers.
- Excellent interpersonal, communication and conflict resolution skills, demonstrated tact and professionalism when dealing with the public and internal interactions.
- Demonstrated ability to work in a team environment and collaborate as an active participant with others in assisting with the delivery of services.
- Strong time management skills with the ability to work on numerous tasks and projects simultaneously with frequent interruptions.
- The ability to manage the lifecycle of longerterm tasks/items, ensuring required documents, milestones and coordination are properly handled before moving to next phase and eventual completion of task/item (program and facilities booking contracts etc).
- Detail oriented with superior organizational and prioritization skills.
- Advanced skills with office equipment, including photocopier/printer, facsimile, pointofsale system, scanners, telephone system etc.
- Analytical skills with the ability to work with figures and balance cash transactions.
- Constantly strive for higher goals and performance standards through the encouragement of innovative practices, technology and further learning and development opportunities.
- Ability to attend meeting, training, committees that may fall o
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