Administrative Assistant, Retail And Attractions

Administrative Assistant, Retail & Attractions

Under the general supervision of the Director, Retail and Attractions and within established policies, procedures, and guidelines; provides a variety of confidential administrative duties to meet or exceed the acceptable standards of the Niagara Parks Commission management.

This position offers a salary of $51,640.84 to $61,664.86 as well as a defined benefit pension plan and comprehensive benefits.

Applications for this position will be accepted until February 1, 2024.

QUALIFICATIONS:

• A minimum of three (3) years administrative experience, preferably in retail or tourism industries.
• Community College Diploma in Office Administration and/or equivalent knowledge and experience.
• Certified Administrative Professional Designation (CAP) considered to be an asset.
• Advanced knowledge of general office and clerical procedures.
• Proficient in computer operations and relevant software applications inclusive of Microsoft Office Suite (i.e. Outlook, Excel, PowerPoint, Word, etc.).
• Experience working with Adobe Acrobat Pro is considered an asset.

DUTIES AND RESPONSIBILITIES:

Finance

• Supports the preparation and submission of revenue, expense, and capital budgets for all Retail and attraction operations.
• Supports the management and control of operating/capital expenses and purchases, including cost-saving initiatives, within the established budgets and in accordance with the approved Delegation of Authority.
• Analyzes Retail and Attractions financial statements and prepares monthly statement analysis summaries for each location for the Director’s comments.
• Reviews monthly expenses and compares to budget, indicates how expenses relate to sales and highlights discrepancies for the Director.
• Reviews and monitors sales productivity report results, comparing results to budget.
• Reviews sales daily, reporting results to the Director and Retail Buying Team.
• Prepares and submits attendance reports, procurement card reconciliations, and travel/mileage expenses to and for the Director.
• Maintains and controls the petty cash for the Distribution Centre office, including processing all reimbursements and reconciling receipts/claims.

Administration

• Composes, drafts, records, transcribes, prepares, types, and distributes correspondence, memos, reports, contracts and revisions, letters, minutes, agendas, schedules, documents, and budget materials within the boundaries ofauthority.
• Provides administrative support for departmental meetings and various committees as required.
• Maintains confidentiality with respect to departmental budgets, projects, and employee related endeavors.
• Ensures that the Director’s daily activities are co-ordinated by scheduling and recording appointments, making travel and meeting arrangements as necessary, and preparing the daily “bring forward” file accurately and completely; anticipates needs of the management team for meetings, appointments, etc.
• Provides administrative support relating to labour relations and general office matters.
• Prepares confidential disciplinary and/or performance-related letters on behalf of the Director.
• Establishes, organizes, and maintains a confidential filing system related to the operation of the Retail and Attractions department.
• Designs and maintains system for tracking service interruptions at locations affecting Retail and Attractions operations.
• Ensures hours of operation for all Retail and Attraction locations are entered accurately and according to specified formatting in provided forms and spreadsheets.
• Co-ordinates, schedules, and reports on Retail and Attractions management and staff attendance at training sessions and meetings, including safety talks.
• Orders and requisitions supplies, store equipment, and miscellaneous retail goods.
• Designs, revises, and implements various records and forms for the department.
• Tracks and records all absences for Distribution Centre office staff.
• Facilitate necessary reports and meeting materials for the Director, Retail and Attractions for Management Committee meetings and Commission meetings.
• Acts as Recording Secretary for the Retail and Attractions Joint Occupational Health and Safety Committee.

Reception

• Acts as a central contact for the Retail and Attractions department, directing inquiries appropriately.
• Receives, reviews, and distributes all incoming and outgoing departmental mail, prioritizing mail for the Director’s attention and signature.
• Answers and screens telephone calls, responds to enquiries, and takes/directs messages as necessary; programs all phones when needed.

Other related duties

• Complies with the Occupational Health and Safety Act, Technical Standards and Safety Act, Canadian Food Inspection Agency Act, Corporate Policies and Procedures, and the Payment Card Industry (PCI) Data Security Standard.
• Makes recommendations for the continuous improvement of existing procedures, practices, and reporting methods.
• Keeps current on latest software applications and consults with software specialists as required.
• Ensures the security and cleanliness of NPC assets and property.
• Promotes a positive image of the Niagara Parks Commission.
• As assigned.

The personal information in your candidate profile is collected under the authority of the Niagara Parks Act, R.S.O. 1990, C.N.3, s.4(l) and in accordance with the Freedom of Information and Protection of Privacy Act. It will be used to assess your qualifications for the job postings to which you apply. If successful, your information will also be used for the creation of your employee profile under the authority of the Employment Standards Act, 2000, c.41, s.15(1). We are an equal opportunity employer. In accordance with AODA (Accessibility for Ontarians with Disabilities Act, 2005), Niagara Parks will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require disability – related accommodations, please inform the Human Resources (HR) staff. We thank all applicants for their interest, however only those selected for an interview will be contacted. If you require additional information regarding the collection and use of the personal information in your candidate profile, or would like to request an alternate format, please contact Niagara Parks at 905.295.4377 ext. 3601 or by e-mail at employment@niagaraparks.com.

Job Type: Full-time

Salary: $51,640.84-$61,664.86 per year

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Store discount
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Application question(s):

• Do you have a Post Secondary Diploma in Office Administration or equivalent knowledge and experience?
• Will you be able to reliably commute or relocate to NIAGARA FALLS, ON for this job?
• Do possess the Certified Administrative Professional Designation (CAP) (considered to be an asset).
• Do you have three years of administrative experience?

Work Location: In person

Application deadline: 2024-02-01