Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Responsible for providing administrative and clerical support to full time administrative, program and management staff. Responsibilities include handling registrations and memberships, answering phone calls, responding to inquiries and recording complaints, managing access to program areas, processing cash/credit/debit transactions, maintaining records and files, and compiling/processing information as requested. Acts as the primary point of contact for the facility.

Responsibilities

• Provides customer services for a broad range of activities including reception, admissions/membership registrations, and permits through various communication methods such as phone, walk-ins, email, online registration navigation support and correspondence.

• Responds to public inquiries, assists with transfers and directs or forwards inquiries, concerns and complaints to the appropriate staff or City Departments.

• Promotes, recommends and upsells program activities for a variety of disciplines and age groups, working with customers to find the best program for their needs.

• Responds courteously to irate individuals with professionalism, especially regarding urgent matters related to By-law/YRP, program issues, and facility concerns, consistently demonstrating excellent customer service.

• Maintains knowledge of City policies and protocols, and relevant legislation (i.e., Code of Conduct, City of Vaughan Emergency Colour Code procedure)

• Runs reports, monitors, tracks and records statistics for programming purposes including attending patrons to programs.

• Maintains current and accurate records/files/inventories while handling confidential information.

• Processes cash/credit/debit transactions for registrations, program admissions, memberships, item sales and locker rentals including cashiering.

• Provides administrative support in areas including fitness, aquatics, general programs, and security (room keys, member access to program areas).

• Opens, closes and secures customer services desk.

• Processes registrations, memberships and all related information including keyboarding, waitlist monitoring and management for programs, providing information and issuance of membership cards where applicable.

• Assists in the training and development of new part-time administrative staff, through job shadowing shifts.

• Receives deliveries and sorts mail as required; distributes to appropriate staff. Ensures that documents with deadlines are sent out by interoffice courier; Photocopies/Scans documents and ensures proper maintenance and service of office equipment.

• Troubleshoots equipment such as POS system, phones, printers and computers, and escalates issues/ or concerns onto internal departments for solutions.

Qualifications and Experience

• Successful completion of a Post-Secondary Diploma in Business Administration or suitable equivalent.

• Minimum of (2) years clerical/administrative, public relations, cashier experience. Municipal experience considered an asset.

• Demonstrated ability to deal effectively and courteously, in a calm and professional manner when interfacing with the Mayor and Members of Council, all levels of staff, general public and external agencies.

• Competency in computer literacy utilizing most current MS Office Software applications including proficiency in Word, Excel, and Outlook.

• Strong communication skills, both oral and written, coupled with effective listening skills. Proven to extract information and accurately report on the status in written format (i.e. Incident report, Accident report).

• Ability to multitask in a fast-paced environment and work independently to prioritize and complete daily activities. Organized and effective time management skills.

• Exceptional customer service skills, with the ability to manage multiple points of inquiry and the varying needs of patrons.

• Ability to handle stressful situations in a calm and professional manner.

• Valid Ontario Class ‘G’ driver’s license in good standing with a reliable vehicle for business purposes when required.

• Knowledge of, and demonstrated ability in, the city's core competencies and relevant functional competencies.

• Ability to work outside normal business hours, as required.

Working Conditions:
• Indoor desk and counter work in climate-controlled environment.

• May require extended time standing at counter depending on customer volume.

• Short amounts of walking to retrieve information, pick up copies etc.

• Works independently often and is in public view for entire shift, front facing customers. Unable to leave area without coverage in place.

• Must be available to work at all community centre locations with the ability to work shifts, including days, evenings, weekends and holidays as required in accordance with the Collective Bargaining Agreement.

• Must be available to be scheduled on at least 4 days each calendar week. Such availability to also include mornings as early as 5:30am, evenings as late as 10:30pm, and weekends on the 4 days for which availability is indicated.

• Successful candidate(s) will be required to provide a current, clear Vulnerable Sector Check from an accredited police service prior to employment.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.