HomeMy Public PortalAboutAdministrative Assistant-ProKids Coordinator_Recreation and Parks_2021
Position Title: Administrative Assistant/PRO Kids Coordinator
Salary Band: Individual Contributors
Department: Community Development & Recreation
Reports to: Director of Community Development & Recreation
Status: Permanent Fulltime
Classification: Administrative
Location: Municipal Complex (186 Central Street), subject to Change
Hours: Normally 8:30 a.m. to 4:30 p.m. with other hours for meetings outside of
normal office hours, subject to change.
Updated: June 1, 2021
SCOPE
Under the direction of the Director of Community Development & Recreation, the Administrative
Assistant will provide assistance to the Municipality of Chester Recreation & Parks Services in
organizing and operating recreational activities. Work involves clerical tasks, computer
assignments, filing, and bookkeeping, dealing with the public and assisting with Special Events.
The Administrative Assistant will also manage and coordinate the Positive Recreation
Opportunities for Kids Program. As designated, the Administrative Assistant will also work with
the Chester Municipal Recreation Committee regularly and other assigned Committees as needed.
Performance is subject to quantitative review and qualitative analysis by supervisor. Works
overtime when required.
OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION
1. The Municipality of the District of Chester is committed to workplace safety and all
employees are expected to actively participate in the Municipality’s Occupational Health and
Safety Policy and Program and Occupational Health and Safety Legislation as well as
Regulations of the Province of Nova Scotia.
MUNCIPALITY OF THE DISTRICT OF
CHESTER
POSITION DESCRIPTION
Administrative Assistant/PRO Kids Coordinator (continued) 2
2. The Municipality of the District of Chester complies with the Employment Legislation of
Nova Scotia and all employees are also expected to act in accordance to the appropriate
Legislation as well.
QUALIFICATIONS
An Administrative Assistant’s Diploma or a combination of education and experience, which
provides the following knowledge, abilities and skills:
1. Knowledge of business English, spelling, grammar, and punctuation.
2. Knowledge of arithmetic and bookkeeping.
3. Knowledge of modern office practices and equipment (photocopier, fax, scanner, laminating,
postage meter, debit machine, etc.).
4. Knowledge, ability, and experience operating computers (including use of Windows, word
processing, working with spreadsheets, Internet & Email).
5. Knowledge of and experience operating Desktop Publishing would be an asset.
6. Ability to learn assigned clerical tasks readily and to adhere to prescribed routines.
7. Ability to interact well with the public.
8. Friendly, outgoing personality.
9. Energetic and keen individual with a creative mind.
10. Basic knowledge of the kinds of activities included in recreation programming.
11. Experience with organizing and planning recreation activities.
12. Ability to work cooperatively with other employees, associations and general public.
13. Ability and willingness to work both indoors and outdoors.
14. Ability and willingness to travel within the municipality, as required.
15. Must be bondable.
SUMMARY OF FUNCTION
Responsible for:
1. Responsible for administrative duties at the Recreation & Parks Office and at the Community
School Coordinators’ Offices.
2. Provides information and services to the general public.
3. Computer operations.
4. Maintains files and records.
5. Takes program registrations both over the phone and in person.
6. Maintains financial records for Recreation & Parks Department.
7. Assists with program planning and delivery when required.
8. Manages all aspects of the Positive Recreation Opportunities for Kids Program.
9. Assists with administration of Municipal Grant Program.
Administrative Assistant/PRO Kids Coordinator (continued) 3
Principle Duties and Responsibilities:
Municipality of Chester Recreation & Parks Department
1. Provides information, photocopying, fax and laminating services to recreational groups.
2. Maintains files.
3. Takes program registrations both in person and over the phone.
4. Proofreads Explore Life.
5. Prepares any correspondence, posters, brochures, reports, and/or forms as required.
6. Maintains photocopying accounts (sends invoices, correspondence, etc.)
7. Maintains all financial records relative to the Recreation & Parks Services.
8. Submits weekly bills for payment.
9. Attends and assists with Special Events and programs as required.
10. Performs related work as required.
Community Schools
1. Takes program registrations both in person and over the phone.
2. Prepares any correspondence, posters, brochures, reports, and/or forms required.
3. Attends and assists with Special Events as required.
4. Maintains all financial records and files relative to Community Schools.
5. Prepares quarterly reports, reconciliations, deposits and transfers.
6. Maintains files, cheques and correspondence.
7. Performs related work as required.
P.R.O. Kids Program
1. Administers applications, contacts organizations, designs sponsorship program and
develops a marketing strategy to secure funding and create / improve community awareness
for the Positive Recreation Opportunities for Kids Program (P.R.O. Kids).
2. Manages the database and takes all necessary steps to ensure confidentiality of the
applicant is maintained throughout the placement in a specified P.R.O. Kids program.
3. Conducts reference checks on program applicants.
4. Advertises and promotes the program throughout the municipality based on the marketing
strategy and utilizing accepted formats and practices.
5. Assists families with Kidsport and Jumpstart funding process.
6. Performs an inventory and maintenance check of equipment, as required.
7. Applies for grant funding.
8. Manages the program budget.
9. Compiles statistics and creates reports.
CONTACTS
1. Director of Recreation & Parks
2. Other Recreation Staff Members (team players)
Administrative Assistant/PRO Kids Coordinator (continued) 4
3. Municipal Councillors
4. Chester Municipal Recreation & Parks Committee
5. Other Municipal Staff
6. Jumpstart & KidSport Organizations
7. Community School Staff
8. South Shore Regional Centre for Education
9. Other Municipal Recreation Departments
10. Other Provincial Organizations
11. Community Groups
12. General Public
13. Sport organizations and associations
14. Local Businesses
15. Media