HomeMy Public PortalAboutAdministrative Assistant_Job Description_Recreation_2023-02-17.pdfMunicipality of the District of Chester
Position Description
Position Title: Administrative Assistant
Department: Community Development and Recreation
Reports to: Director of Community Development and Recreation
Location: Municipal of the District of Chester, Subject to change
Hours: 8:30 am to 4:30 pm, Monday to Friday
May be subject to change. Overtime as may be required.
Status: Regular Full-Time
Classification: Administrative
Salary Band: Administrative Assistants
Updated: February 2023
SCOPE
Under the direction of the Director Community Development and Recreation, the Administrative
Assistant will provide assistance to staff of the Community Development and Recreation
Department, complete various duties and functions, as well as provide support with recreation
programs and special events. As designated, the Administrative Assistant will also work on a
regular basis with the Chester Municipal Recreation & Parks Committee and other assigned
Committees as needed.
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.
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.
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QUALIFICATIONS
Certification in Office Information Technology or equivalent or a combination of education and
experience that demonstrates a capability to assume the duties of Administrative Assistant.
1. Knowledge of business English, spelling, grammar, and punctuation.
2. Knowledge of arithmetic and bookkeeping.
3. Knowledge of modern office practices and equipment (photocopier, Ricoh, fax, scanner,
laminating, postage meter, telephones, etc.).
4. Knowledge, ability and experience operating computers (i.e. Windows, Microsoft Office,
Internet & Email).
5. Knowledge, ability and experience in using Desktop Publisher would be an asset.
6. Ability to learn assigned administrative 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. Ability to work cooperatively with other employees, associations and general public.
12. Must be bondable.
SUMMARY OF FUNCTION
GENERAL RESPONSIBILITIES:
1. Front Line staff that processes all program registrations.
2. Provides information and services to the general public either in person, over the
phone or by email.
3. Computer assignments ranging from word processing to graphic designing.
4. Maintains files, records and statistics.
5. Minimal Bookkeeping.
6. Assists with program planning and delivery when required.
7. Updates community group list as required.
SPECIFIC RESPONSIBILITIES:
1. Provide information, photocopying, fax and laminating service to community groups.
2. Maintains files.
3. Assists with preparation of program brochure.
4. Enters all programs into ActiveNet.
5. Front Line staff that processes program registrations and payments through ActiveNet
either in person, over the phone or by email.
6. Prepares weekly recreation column for Lighthouse log.
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7. Deals with all aspects of the Weekly Community Events Calendar.
8. Updates the weekly events calendar on the Municipal website.
9. Makes regular social media posts on the Recreation and Municipal Facebok pages.
10. Updates South Shore Connect.
11. Attends and records minutes for the Chester Municipal Recreation & Parks Committee
monthly meetings.
12. Prepares any correspondence, posters, brochures, reports, and/or forms required.
13. Assists with Special Events.
14. Deals with all aspects of the annual Volunteer Reception.
15. Performs related work as required.
CONTACTS
1. Recreation & Parks Services
2. Other Municipal Staff
3. Chester Municipal Recreation & Parks Committee
4. Municipal Councillors
5. Community School Staff
6. South Shore Regional Centre of Education
7. Other Municipal Recreation Departments
8. Provincial Organizations
9. Community Groups
10. General Public
11. Sport organizations and associations
12. Local Businesses
13. Press
14. Instructors