We're Hiring! Now accepting applications for a Community Services Assistant

EMPLOYMENT OPPORTUNITY


Community Services Assistant

Sparwood is a friendly and welcoming community of about 4,000 people, nestled in the heart of the Elk Valley in the Southeast Kootenays. As an “Active Community” we have great indoor and outdoor recreation facilities, trails and a world class ski hill just 30 minutes away.

The District of Sparwood has an excellent employment opportunity for an enthusiastic, highly motivated individual to assume the role of Community Services Assistant. Reporting to the Director of Community & Facility Services the Community Services Assistant is responsible for assisting in the preparation of correspondence, memorandums, reports, policies, procedures and providing administrative support, research and coordination for the department. The Community Services Assistant will ensure the promotion and development of quality recreation and leisure programming at the Sparwood Leisure Centre. This position will liaise with and provide support to a variety of external agencies and community groups. The incumbent will assist with the development of community partnerships.  They will develop and provide oversight of advertising and promotional materials. They will be responsible to monitor the performance of contract workers to ensure conformance to contract specifications. They will facilitate a positive and collaborative team environment to ensure user groups, patrons and visitors have a quality and engaging experience. The Community Services Assistant will have three or more years of experience in program and event management, supervision and office administration, with a degree or diploma in Recreation Administration. A combination of relevant education and experience will be considered.

Hours of work will normally consist of five consecutive days - Monday through Friday between 9:00 am and 4:30 pm. As per the CUPE 2698 Collective Agreement Letter of Understanding No.7 there are unique terms and conditions of employment applying to this position. Variations to the normal hours of work to include evenings and/or weekends will occur on a regular basis to carry out the duties of this position. Unless time worked exceeds 37.5 hours a week and is approved in advance, variations to the schedule which occur regularly and include weekends/evenings will not incur overtime.

A comprehensive job description can be found below.

This position is a unionized position under CUPE local 2698. The 2019 hourly wage rate is $35.08/hour as per the current collective agreement.

As part of the interview process, shortlisted candidates will be required to participate in a practical portion of the interview at the District of Sparwood Main Office. Qualified applicants who are offered and accept, the role may be required to complete a satisfactory pre-employment Background Check. This may consist of all or a combination of the following: Canadian Criminal Record check, an Employment Verification and/or an Education and Accreditation Verification and a Clean Drivers Abstract.

Interested applicants should submit a resume and cover letter referencing competition #19-08 in the subject line by Monday, October 14th, 2019 at 4 pm MDT to:

Jenna Jensen
Executive Assistant
District of Sparwood
Phone: 250.425.6271
Email to: careers@sparwood.ca

Job Description

Job Title

Community Services Assistant

Reports To

Director of Community and Facility Services

Salary Grade

CUPE – Regular Full-time

Department

Community and Facility Services

Updated

September 2019

Job Summary

Reporting to the Director of Community & Facility Services the Community Services Assistant is responsible for assisting in the preparation of correspondence, memorandums, reports, policies, procedures and providing administrative support, research and coordination for the department. The Community Services Assistant will ensure the promotion and development of quality recreation and leisure programming at the Sparwood Leisure Centre. This position will liaise with and provide support to a variety of external agencies and community groups. The incumbent will assist with the development of community partnerships. They will develop and provide oversight of advertising and promotional materials. They will be responsible to monitor the performance of contract workers to ensure conformance to contract specifications. They will facilitate a positive and collaborative team environment to ensure user groups, patrons and visitors have a quality and engaging experience. The Community Services Assistant will have three or more years of experience in program and event management, supervision and office administration, with a degree or diploma in Recreation Administration. A combination of relevant education and experience will be considered.

Direct Reports

  • Contract Instructors
  • Community and Facility Services team

Competencies

  • Accountability
  • Communication
  • Conflict management
  • Critical thinking
  • Decision making
  • Leadership
  • Integrity
  • Organization
  • Results orientation
  • Self-Management
  • Teamwork and collaboration

Job Duties

     Office Management/Administration

  • Assists in the research and preparation of correspondence, memorandums, reports, policies and procedures;
  • Explores grants and funding sources, prepares and submits grant applications;
  • Supervises office staff, develops and maintains policies and procedures for office operations;
  • Ensures employees have clear goals and are aware of expectations;
  • Provides oversight on all print and digital marketing and advertising materials;
  • Maintains a variety of operating, and administrative records;
  • Assists in overseeing collection and accounting for related admissions and fees;
  • Prepares clerical support staff work schedules;

 Recreation Programming

  • Assists in the identification and assessment of recreation and leisure program needs of the community;
  • Assists the Director of Community and Facility Services in planning, organizing, coordinating and implementing various operational and administrative objectives;
  • Supervises, directs, coordinates and evaluates the activities of recreation instructors;
  • Oversees the development of marketing and promotional materials;
  • Liaises with and provides support to community groups, businesses and organizations;
  • Promotes positive public relations between related agencies and community organizations;
  • Administers and coordinates the booking of recreation facilities;
  • Prepares costing for programs and events and monitors revenues and expenditures against approved budgets;
  • Prepares and monitors instructor contracts;
  • Assesses participant satisfaction with programs;
  • Visits each program to evaluate instructor performance;
  • Attends registration nights and special events.

     Other

  • Cultivates a work environment committed to the health, safety, and wellness of all employees;
  • Other duties as assigned.

Education and Qualifications

  • Degree or Diploma in Recreation Administration;
  • Certificate in Business Writing, Microsoft Office, Adobe In-Design;
  • Three or more years’ experience in program and event management, supervision and office administration;
  • Certificate in Office Management would be considered an asset;
  • Experience in a municipal recreation department would be considered an asset;
  • A combination of relevant education and experience will be considered.

Job Requirements

  • Excellent business writing skills and ability;
  • Excellent interpersonal and communication skills;
  • Effective leadership skills, with a strong focus on mentoring and motivation of employees;
  • Ability to identify issues and implement creative and strategic solutions to overcome problems;
  • Experience in the principles and best practices relating to marketing and promotion of recreation activities;
  • Proficient in Microsoft Office and Adobe applications;
  • Sound understanding of budgeting and accounting principles;
  • Able to multitask and work independently;
  • Able to work effectively under pressure and in stressful situations;
  • Knowledgeable in digital and traditional filing systems;
  • Sound understanding of event and scheduling management;
  • Working knowledge of web page management and social media platforms;
  • Highly organized, detail oriented, creative and innovative;
  • Professional and able to provide a high level of customer service;
  • Able to handle confidential information and documentation;
  • A positive, energetic approach to work.

Work Conditions

  • Variations to the normal hours of work to include evenings, weekends and holidays
  • Interaction with employees, management, and the public at large
  • Operation of desktop computer and peripherals
  • Working in a busy office environment with frequent interruptions
  • Extended periods of sitting

Hours of work will normally consist of five consecutive days - Monday through Friday between 9:00 am and 4:30 pm. As per the CUPE 2698 Collective Agreement Letter of Understanding No.7 there are unique terms and conditions of employment applying to this position. Variations to the normal hours of work to include evenings and/or weekends will occur on a regular basis to carry out the duties of this position. Unless time worked exceeds 37.5 hours a week and is approved in advance, variations to the schedule which occur regularly and include weekends/evenings will not incur overtime.