Co-ordinator of Leisure Services Administration E

Job title: Co-ordinator of Leisure Services Administration E

Job description: Main Function: Provide confidential administrative support to the Director of Leisure Services. Oversee Divisional clerical staff and the development and adherence to Division policies and procedures. Act as a main point of contact for inquiries from Councillors, CGS staff, stakeholders and members of the public regarding Leisure Services issues.

Duties: Under the general direction of the Director of Leisure Services. * Investigate Councillor and public inquiries and complaints, prepare written responses and resolve issues. Oversee the Division’s utilization of the Customer Relationship Management (CRM) system and follow up with staff as required.

• Conduct research, collect background information and prepare reports, briefing notes and presentations for Council, public and staff meetings.
• Review correspondence and requests received by the Director of Leisure Services, including site plan agreements, parkland dedication, civic petitions, property circulations and parkland disposal/acquisition. Prepare responses in accordance with Leisure Master Plan, Green Space Advisory Panel and other guiding plan recommendations.
• Oversee annual community grants issued to community organizations including issuing grant agreements, receiving and reviewing post project reports.
• Liaise with user groups, stakeholders and volunteer organizations on Leisure Services Division matters.
• Provide administrative support for Division committees, working groups, etc., including organizing meetings, preparing agendas and recording meeting notes.
• Identify, recommend and implement changes in administrative procedures in the Division. Train Division employees on administrative procedures. Maintain a Policies and Procedures Manual for the Division.
• Provide administrative guidance and direction to Divisional staff with regards to policies and procedures on behalf of the Director of Leisure Services.
• Ensure that Divisional employees are trained and adhering to the established CGS and Division Customer Service Standards.
• Receive and review vacation schedules; monitor vacation balances of Division staff.
• Supervise Divisional secretarial staff, coordinate clerical/secretarial staffing requirements and direct work.
• Conduct job performance appraisals, salary reviews and discipline in accordance with the respective Collective Bargaining Agreement.
• Act as Management’s representative in the Grievance Procedure in accordance with the respective Collective Bargaining Agreement.
• Responsible for travel arrangements for Division staff and ensure that expense claims are processed as per the CGS Travel and Business Expense Policy.
• Responsible for the administration of procurement cards for the Division; to ensure that reconciliation and authorization for payment, cost allocation and maintenance of records as per the CGS Procurement Card Policy and Purchasing By-Law.
• Responsible for the control and maintenance of an effective filing and information retrieval system. Maintain and control a ‘Bring Forward’ system and follow up with staff as required.
• Responsible for the ordering and maintenance of adequate office supplies and a petty cash account for the Division. Monitor expenses within budget allocations.
• Responsible to process and maintain Division memberships with professional associations, order publications and distribute relevant information to Division staff.
• Coordinate Division functions, staff training sessions and tracking of training records for Division employees.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Qualifications:

Education and Training:

Community College Diploma in a related discipline (e.g. Business Administration, Recreation Management, etc.) from a recognized Community College with Canadian accreditation.

Additional education initiatives to update and expand competencies.

Experience:

Minimum of four (4) years of responsible related experience.

Minimum of one (1) year of supervisory experience a definite asset.

Knowledge of:

Current and emerging management issues within CGS as they affect the Section/Division.

Best practices within areas of responsibility.

Linkages to other relevant sports, recreation and volunteer organizations.

Proficient with computer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval, etc.).

Proficient with municipal software platforms (facility booking and program registration, customer relationship management, etc.).

Abilities to:

Demonstrate interpersonal skills dealing with public, staff, Councillors, outside groups and agencies.

Demonstrate organizational ability.

Understand and meet the needs of customers.

Build the values of the organization into programs, services and policies.

Anticipate and manage the impact of change on the Division’s activities.

Manage the financial, human and physical resources of the Section in a collaborative manner.

Manage conflict; mediate disputes; assist in reaching consensus.

Work independently with minimal supervision.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable; written skills an asset.

Other Requirements:

May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s license, have an acceptable driving record, and personal insurance coverage.

Leadership Competencies:

Tactical Coordination and Direction- Non Supervisory (I)

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Impact & Influence

Persuade, convince, influence or gain the commitment of others to get them to accept a point of view, adopt a specific direction, commit to an idea, or take a course of action.

2

Adapts actions or words to persuade

Organizational Awareness

Learn and understand the key relationships, diverse interest groups and power bases within one’s own and other organizations.

2

Understands and uses formal structures/networks

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

For more information on leadership competencies, please see our .

Résumés quoting EX22-342 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Friday, March 25, 2022. Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our section.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City’s mandatory . Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received. Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.

Company: City of Greater Sudbury

Expected salary: $2626.4 – 3090.5 per month

Location: Sudbury, ON

Job date: Wed, 16 Mar 2022 03:11:34 GMT

Job Source: Careerjet.ca

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