Overview

The Office and Program Clerk is an integral part of our Community Centres at the City of Kitchener.  Attending to the day-to-day operations of the centre, this role plays a key part in overall administration, front line customer service, rentals, program registration and facility bookings, along with a variety of other functions. 

This successful applicant for this position should be able to draw upon exceptional customer service skills and to be a great team player.  This individual must be comfortable working with sensitive populations (ex. precariously housed, those suffering from mental health and addiction issues, etc.).

Please note the applicant must be available to work a variety of shifts including evenings, weekends, daytime shifts and holidays. This position is located at Williamsburg Communitiy Centre. 

Responsibilities

• Contribute to a collaborative team approach to service delivery amongst community centre staff.
• Provide a consistent level of high-quality customer service, including: responding to questions/concerns from the public and community partners, responding to inquiries about rentals and requests for refunds, taking payments and registrations, etc.
• Contribute to the work of the community centre staff team in supporting and executing Neighbourhood Association and other partner events and initiatives in the centre, on the centre’s property and in surrounding neighbourhoods.
• Attend to the day-to-day operations of the centre with emphasis on performing administrative duties, providing front-line customer service, supporting rentals and program data entry. 
• Registration and facility booking processes, and providing administrative support to Neighbourhood Associations, other community partners and centre users.
• Contribute to a consistent level of care for the facility, including identifying facilities management, maintenance and/or security needs, ensuring maintenance of outdoor spaces (e.g. spot cleaning or shovel snow, salt entrance), and monitoring and addressing patron behaviour issues when required.
• Participate in the production of consumer publications (e.g. Active Kitchener Magazine, Neighbourhood Association newsletters).
• Perform a wide variety of duties related to the program registration and facility booking process
• Execute a wide variety of duties related to the rental process including (but not limited to) responding to inquiries, screening applicants, providing tours, reviewing terms with patrons, accepting/processing payments, making tentative bookings, coordinating and prioritizing room booking schedules, coordinating licenses, insurance and security, and preparing and processing contracts.
• Coordinate setup and equipment needs for facility rentals with Customer Service Attendants.
• Performs other related duties as assigned.

Education

• Minimum Grade 12 diploma or equivalent.

Experience

• Minimum 1 year of related experience.
• Experience in performing administrative functions and the ability to work effectively in and foster a team environment while applying a strong analytical approach to a variety of situations.
• Demonstrated experience and ability to work closely with volunteers, youth, neighbourhood associations, partners, and the public in a diverse community setting.
• Experience working with diverse cultural background and/or the ability to speak a language in addition to English would be considered an asset.

Additional Requirements

• Able to work flexible hours including daytime, evening, weekends, late nights and holidays, depending on the needs of the centre.
• Valid CPR Level “C” and Emergency First Aid Certificate, or willing to obtain.

Knowledge, Skills, and Abilities

• Demonstrated proficiency in the use of personal computers using Microsoft office applications.
• Knowledge of Canva, with the ability to create and edit content using the platform.
• Ability to support and project values compatible with the organization.
• Able to demonstrate excellent organizational skills with an ability to manage multiple tasks and deadlines and a proven ability to work independently.
• Demonstrate excellent interpersonal, communication (written and oral), customer service, and behaviour management skills.
• Demonstrated strong analytical and problem-solving skills.
• Demonstrated skills and experience in handling cash, and processing payments.
• Reliable with a good attitude and employment record.