Job Description

Help Lakeshore build the best team to serve the residents of Lakeshore!



This position is a temporary position for up to 18 months. The posting closes end of day July 6, 2025. The Municipality uses an online questionnaire to screen applicants.

Position:

Interim Recreation Facilities Coordinator

Salary:

CUPE Pay Band 6 ($34.11 to $39.90/hr)

Union:

CUPE, Local 702.4

Reports to:

Team Leader - Recreation

Purpose of Position:

Reporting to the Team Leader - Recreation and in collaboration with Division Leader - Facilities and Parks, the Recreation Facilities Coordinator is responsible for coordinating all municipal and/or community recreational facilities, parks, and marina for the Municipality of Lakeshore. In addition, this position will provide efficient and effective customer service in the scheduling of the marina boat slips, parks, and facilities in accordance to all Lakeshore allocation policies, while providing clerical support to the Community Services Division.

Education and Qualifications:

2 year college diploma in Recreation, Business Office Administration or equivalent education. 2 years of experience in a municipal administrative position, preferably in the recreation field in experience with recreation booking software. Demonstrated experience handling confidential information effectively and efficiently within the respective guidelines. Technical building courses would be an asset Possess a valid class 'G' Ontario driver's license. Clear vulnerable sector police clearance. Experience with HMS Marina software an asset. CPR/First Aid an asset Special Events Planning Certificate is an asset

Knowledge and Skills:

Experience in working in collaborative, fast pace and dynamic environment Knowledge in computer-based software (Microsoft Office, web-based programs, and other recreational scheduling programming). Working knowledge of word processing, spreadsheet, database, Microsoft Office computer skills required. Ability to problem solve and relay department policy to users/customers. Strong organization skills to effectively complete/deliver and prioritize assigned tasks and responsibilities within established timelines. Must have strong communication skills to deal with clients and user groups. Demonstrated accuracy and detail skills when administering large volumes of cash, and inputting/updating contracts. Working knowledge of ActiveNet recreational facility scheduling software is an asset.

Major Responsibilities:

Coordinate seasonal use schedules for all user groups of the Municipalities' recreational facilities which include all parks, ice pads, sports fields and rental facilities using recreation booking systems, enters permit information and schedules bookings for indoor and outdoor facilities ensuring that efficient use of facilities is maintained and that conflicts do not occur. Coordinate the annual marina and temporary boat slip rentals and wait list. Provide feedback for the development of operating budget for recreation facilities, parks, programming areas, individual events, marina operations, tournaments, leagues and notify leadership when projected revenues and expenses are not met. Provide feedback for proposals for funding (grants and sponsorship) events, programs and tournaments. Coordinate, facilitate, evaluate and promote recreational programs and activities. Coordinating and providing administrative support on all Parks and Facilities projects to ensure projects are scheduled and implemented in accordance with all relevant Municipal bylaws, agreements, policies and procedures in a professional and efficient manner. Provide administrative assistance and coordinate with vendors on the various project related emails, requests, tracking, etc. on facility and parks projects. Research and prepare draft recommendations on contract administration and associated documentation. Research and prepare draft recommendations for the preparation of small tenders related to facilities and parks projects and assist with posting and coordination of all tenders. Prepare invoices for leader approval including participate in coding invoices on facilities and parks projects. Research and prepare draft recommendations in the preparation of Request for Quotations/Proposals for vendor selection for the facilities and parks projects and other services as required. Track and monitor projects including providing ongoing updates, adjusting scheduling with the approval of the leader on milestones and milestone reminders for maintenance activities Advise leadership on project cost overruns, projections and schedules. Coordinate scheduling staff as required to ensure quality and timely delivery of service in accordance with the respective collective agreement(s) and other relevant Municipal policies. Coordinate the scheduling for Facilities, Parks and Marina equipment to be checked and tested as required by safety standards and Government Regulations. Tracks usage of all recreation facilities, parks, and marina. Oversees the administration of rental contracts and coordinates payments. Deals with general inquiries regarding recreational facilities, parks, events and programs and provides customer service to residents and user groups. Prepares bank deposits and reconciling revenues with facility bookings and registrations for recreation facilities, parks and marina. Responds to routine enquiries/user group requests while providing general information regarding rentals of marina boat slips, parks and facility spaces. Explains processes, timelines and forms required for facility booking applications. Records information on any complaints, responds to those of a minor nature and forwards others to the Team Leader or Division Leader for resolution. Ensures all appropriate documentation and payment is received from permit holders before the time of their booking including: signed permits, special occasions permit, insurance, etc. to reduce the liability and risk to the Municipality. Meets with finance department on accounts receivable activity at regular intervals to resolve discrepancies and track overdue accounts. Follows all internal policies regarding cash handling, internal controls, etc. Assists in the maintenance of website information. Takes registrations on site at special events and promotional events. Assists in coordination of events held in Municipal facilities by sports organizations and user groups. Preparation of work schedules for staff as directed by Supervisors. Advises users of applicable policies including allocation, and safety. Completes all required reports (accident/incident, facility log, statistics, financial, etc.) Provides clerical support to the Corporate Leader Community Health and Safety Services and other Managers/Supervisors as required Meet and correspond with residents and representatives from the community including government agencies, sports leagues and associations, service clubs and fraternal organizations and other organizations on recreation matters. Other duties as assigned

Decision Making, Mental Effort & Judgement:

Work is performed under the general direction of the Team Leader - Recreation and the Division Leaders. Work within established municipal policies, procedures, by-laws and regulations.

Financial Responsibilities:

Assist Leaders with financial reporting for the recreation division, ATRC division, Marina division, Facilities and Parks Division. Provide input to the Leaders for the recreation facilities, events, marina, and parks and trails including tracking and monitoring costs and contracts. Provide recommendations for the purchase of recreational facilities, events, marina, and parks and trails supplies. Assist in preparing applications and administration of lease agreements.

Physical Activity & Dexterity

Sitting, standing, walking, stooping, lifting up to 10 kgs Keyboarding with accuracy May travel to other municipal facilities infrequently and as required.

Contacts:

Interpersonal skill to liaise with management and the public in a friendly and co-operative manner.

Internal:

Staff in Community Services and Protective Services With other staff to ensure provision of timely information and services All departments administration staff and management for facilities

External

Members of recreation committees and volunteer and service groups to coordinate activities, events, bookings, rentals, projects and programs To handle questions from the public and provide information With other agencies to exchange information

Working Conditions:

Environment

Works within an office environment Hours of work are subject to the CUPE Local 702.4 collection agreement. As such, typically it is 35 hours per week but hours may vary between 5:30 am to 11 pm from Monday to Sunday. Some travel may be required between municipal facilities.

Control over Work Schedule

May be required to work evenings and weekends. May be required to work beyond regular office hours. Works within a fast-paced, office/recreation environment Noise level is moderate to loud Distracting environment Shared and rotating workspace Working independently with minimal supervision (sometimes alone at front desk or at marina with staff elsewhere) Some travel may be required. Overtime will be administered as specified in accordance with the terms and conditions of the Collective Agreement with CUPE Local 702.4

Updated:

January 2025



Core Competencies

Accuracy & Attention to detail Teamwork Communication

Customer Service Organization Prioritization

Multitasking Problem-solving



As an inclusive employer, the Municipality of Lakeshore is committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need. The Municipality is also committed to ensuring that personal information will remain confidential under the authority of the Municipal Freedom of Information and Protection of Privacy Act.