Job Description

Departmental Associate 5

The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset \xe2\x80\x93 our people. This is a great opportunity to join our team and shape our community. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. If you are looking to make a difference, and to share our vision \xe2\x80\x9cto be the most appealing, livable, and well-managed community in Canada\xe2\x80\x9d, then please apply.

Overview

The Departmental Associate 5 position provides leadership and administrative support to the customer experience functions at the Minoru Centre for Active Living while championing the City of Richmond\xe2\x80\x99s core values and culture. Under the direction of the Manager, Aquatics and Community Wellness, this role provides administrative support to the on-site leadership team, as well as leadership, direction and guidance to the Recreation Facility Clerk(s) to meet department and facility objectives. The Departmental Associate 5 is also responsible for other areas impacting the overall customer experience, such as facility marketing and communications, and implementation of policies and procedures to ensure a high standard of service delivery.

Examples of key responsibilities include, but are not limited to:

• Provide support to, and be a key part of, a larger staff team while ensuring that the office environment is well organized and operating efficiently.
• Provide timely and quality customer service to a variety of internal and external clients including resolving complaints, de-escalating situations, clarifying information, and directing clients to the appropriate resources.
• Review, recommend and implement procedures and practices to facilitate the delivery of an exemplary customer experience.
• Compile and provide the facility\xe2\x80\x99s leadership team with monthly metrics related to program and service delivery.
• Compile and monitor annual operating budgets; track expenditures, and identify and address problems and errors.
• Create and complete purchase orders, submit invoice payments, and monitor and administer accounts receivables.
• Oversee and execute the facility-wide marketing and communications plan, which may include website updates, social media posts and development of materials; liaise with Corporate Communications as required.
• Assist with the successful delivery of facility-wide events, such as the annual Minoru Centre for Active Living Open House.
• Liaise with internal and external contacts to ensure accurate and timely flow of information.
• Monitor and provide guidance with facility rentals and associated procedures as required.
• Provide administrative support to the Manager, including drafting memos and reports, and updating their schedule and appointment calendars when needed.
• Maintain and ensure accurate record-keeping, including creating, managing and maintaining sensitive and confidential documents.
• Recruit, hire and onboard new staff as required, and plan and contribute to ongoing training initiatives to ensure staff are informed and trained in relevant procedures.
• Plan, supervise and monitor the work of customer service staff in support of the team\xe2\x80\x99s goals, and provide input into formal performance evaluations.
• Provide and/or recommend coaching, ongoing support, and development opportunities for staff.
• Work with staff to ensure the building is clean and well maintained.
• Perform other duties as required.

Knowledge, Skills & Abilities:

• Ability to provide efficient and effective leadership and supervision to customer service staff along with ability to provide administrative support.
• Ability to complete a broad range of clerical/administrative tasks
• Ability to prepare, monitor, and interpret/analyze operational/divisional budgets and metrics.
• Ability to lead, mentor, delegate, coordinate and schedule the work of the customer service staff team.
• Ability to investigate, research, evaluate and develop solutions within Departmental and Divisional guidelines, including assessments of office practices and procedures.
• Ability to deal tactfully with issues and concerns that arise with staff or customers, and use de-escalation techniques as required.
• Ability to establish and maintain effective relationships with a variety of groups, businesses and association members.
• Ability to prepare clear written materials, normally using standard formats and styles.
• Effective oral communication skills, including probing and active listening.
• Ability to prioritize competing demands, take initiative and exercise independent thought and good judgement.
• Strong organizational skills and ability to adapt to a dynamic and diverse environment and retain focus on priorities and deadlines, adapting to changing priorities as required.
• Ability to work well under pressure and deal with stressful situations with professionalism.
• Ability to work effectively as part of a team while also working under minimal supervision.
• Ability to develop and execute a marketing and communications plan, including updating websites and social media posts and ensuring materials are current and relevant.
• Experienced with Outlook, Microsoft Word, Excel, PowerPoint, Xplor Recreation or a similar recreation software, PeopleSoft, Word Press/HTML, Content Management System (CMS), IPS and ability to use REDMS or a similar records management system.

Qualifications and Experience:

• Completion of Grade 12 with additional post-secondary courses including accounting and budgeting, business writing, office administration and advanced-level MS Office Software
• A minimum of four (4) years of related experience OR an equivalent combination of training and experience, preferably in a municipal environment, is required.
• A valid Class 5 Driver\'s License for the Province of British Columbia is an asset.
• Experience working in a recreation or sport facility is preferred.
• Experience supervising staff and assigning work to others.

Working Conditions:

• Duties are performed in an office environment.

Additional Information:

Employee Group:
CUPE Local 718


Position Status:
Regular Full-Time


Duration of Appointment:
n/a


Salary Range:
$38.34-$45.27/hr


Hours of Work:
Sunday to Thursday, 8:15am-5pm; Compressed Work Week


Application Posted:
4/28/23


External Closing Date:
5/7/23


PCC#:
312