Description
JOB TITLE: Office Assistant – Recreation and Records Management
CLASSIFICATION: Full-time, Unionized
DEPARTMENT: Administration/Recreation
REPORTS TO: Deputy Clerk
SALARY: Wage, benefits, and pension package, as per CUPE Local 1813-11 C.A.
POSITION SUMMARY
Responsible for assisting the Deputy Clerk Recreation and Communications and other departments as assigned. The Office Assistant – Recreation and Records Management will assist with the revitalization, development and coordination of all Municipal special events, recreation, and leisure programs. This position will also be responsible for overseeing and maintaining all Municipal Records including digitizing, archiving and retention and general office duties.
DUTIES & RESPONSIBILITIES
Recreation (45%)
•Assist with the implementation of municipal recreation programming and events at various locations.
•Present and boots on the ground for recreational programming and events at various locations.
•Assist with the updating and maintaining of community engagement and communications (Social Media Platforms, Website, Digital Sign, etc.)
•Make recommendations and operational policies and procedures to ensure program participants’ safety and responsible risk management.
•Assist with volunteer staff, training and recruitment.
•Act as municipal liaison for community-led events, including attending meetings for the development, enhancement, and implementation of events.
•Assist in developing content related to events for recreation guides, municipal social media accounts, and other promotional materials
•Assist as requested, with local community groups, local committees, and the Public Library.
•Assist with the budgeting process.
•Assist in providing and promoting recreational opportunities and programming to residents and visitors.
•Assist with the improvement of the use of the Heritage Centre Museum and Locks.
Records Management (35%)
•Maintains the records (both physical and digital) of the municipality in an organized, coherent, and concise manner in accordance with the retention by-law.
•Maintain the by-law table.
•Create and maintain database of archival and permanent records.
•Assist the Deputy Clerk by scanning and filing both digitally and physically files into our records management system.
•Assist Deputy Clerk with Municipal records retention by-law including marking, organizing and keeping records as per the Records Retention By-law.
•Digitization of archival and permanent records.
Office (20%)
•Perform general clerical tasks including photocopying documents and keeping the front desk and lobby tidy and clean.
•Greet, assist, and/or direct visitors and the public in a knowledgeable and courteous manner.
•Independently resolve customer issues or forward as required.
•Receive, direct and relay email, telephone, and fax messages.
•Coordinate facilities bookings.
•Update address changes for MPAC.
•Set alarms and lock doors for security of facilities as needed.
•Assist with managing the telephone system, including administrative updates and answering service messages as needed.
•Pickup and sort daily mail.
•Assist the Deputy Clerk as needed including meeting notices, agenda packages, minutes etc.
•Researching and gathering information for the Deputy Clerk as needed.
Other:
•Deal with confidential issues using discretion and judgement.
•Participate in programs and courses for training and professional development.
•Deal effectively with incidents, problems, and emergencies as outlined in Municipal policies and procedures.
•Respond to inquiries from parents/guardians, participants, and the public.
•Deal courteously and effectively with the public and Municipal staff.
*This position, as with others, requires the staff member to perform other related duties as may be assigned*
SUPERVISORY REQUIREMENTS
No direct or indirect supervisory requirements.
CREDENTIALS/EXPERIENCE REQUIRED
•Completion of a college program in business, public administration, office administration, recreation administration or related field or equivalent or comparable work experience, preferably in a municipal office setting.
•Demonstrated knowledge of office and recreation.
•Strong skill set working with computers and office technology, including Microsoft Office Suite, Adobe, Foxit, as well as website and social media platforms.
•Excellent oral and written communication skills.
•Ability to maintain confidential and sensitive information.
•Ability to work independently and to collaborate and participate effectively as a member of a team.
•Adaptability and flexibility within a constantly changing work environment.
•Demonstrates sound work ethic, attention to detail, ability to exercise sound judgement and initiative, and ability to prioritize work and multi-task.
•An understanding of relevant municipal legislation, policies, and procedures is an asset.
•Experience with MuniSoft, GIS systems and other municipal software an asset.
•Required to have great initiative and be a self-starter.
PHYSICAL DEMANDS AND WORKING CONDITIONS
•Work is conducted in an office environment with some exposure to criticism from the public. Requirement to balance priorities, verbally communicate to exchange information, deal with constant interruptions and changing demands during the course of a workday; occasions whereby an extremely short amount of time is available to complete a project or task (regularly); wide variety of tasks requiring ability to manage multiple projects; while maintaining a pleasant, professional and positive demeanor.
•Requirement for sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations; to operate office equipment and vehicle;
Normal hours of work are 35 hours a week not including ½ hour unpaid lunch. Evening and Weekends will be required occasionally in this position.
The Municipality of Magnetawan is currently seeking applications for the position of
Permanent Full-time Office Assistant – Recreation and Records Management
with an anticipated start date of: immediate
The Office Assistant – is responsible for assisting the Deputy Clerk Recreation and Communications and other departments as assigned. The Office Assistant – Recreation and Records Management will assist with the revitalization, development and coordination of all Municipal special events, recreation, and leisure programs. This position will also be responsible for overseeing and maintaining all Municipal Records including digitizing, archiving and retention and general office duties.
This is a permanent full-time unionized position of 35 hours a week, not including ½ hour unpaid lunch. Evening and Weekends will be required occasionally in this position. Rate of pay $25.00 per hour plus benefits and OMERS pension package as per CUPE Local 1813-11 C.A. As per the collective agreement, internal candidates will be considered first.
Send your cover letter and resume outlining your qualifications by email in a pdf file to Laura Brandt, Deputy Clerk – Recreation and Communications at lbrandt@magnetawan.com
We will be doing rolling interviews and the position will remain posted until filled.
We thank all applicants, but only those candidates selected for an interview will be contacted.
The Municipality of Magnetawan is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.
Personal information collected through the recruitment process will be used solely to determine eligibility for employment and handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.