Administrative Assistant for Recreation, Culture and Community Life Services

The City of Mont-Joli, located at the crossroads of the Bas-Saint-Laurent and Gaspésie regions, plays the role of a centrality city on the territory of the La Mitis Regional County Municipality.

It concentrates regional and sub-regional facilities that serve the population of its immediate area and other regions in Eastern Quebec.

The City is looking for a responsible person to assume the functions of an administrative assistant for the Recreation, Culture and Community Services.

The person holding the position provides administrative and operational support to the Recreation Service. They perform research, writing, updating, and layout of administrative and communication documents for recreation, in collaboration with the Communications Service. They manage mail, files, and decision-making follow-ups and respond to requests within their competence according to the policies in place. They collaborate on calendar and reservation management, citizen registration for activities, and statistical tracking. They participate in financial operations of the service, including purchase orders, invoicing, accounts payable, and preliminary payroll entry. They ensure public reception, call management, and complaint orientation. Finally, they contribute to meeting organization and continuous improvement of the service's functioning.

The Daily Routine

• Participate in various operations related to the management of the Recreation Service. To this end, conduct necessary research, communicate with resource persons, and complete the required administrative forms;
• Take notes, update various documents such as letters, reports, memos, etc. Perform the layout of various documents related to the Recreation Service and its communications, and verify spelling, grammar, and visual form;
• Inform the Communications Service of the deadlines for expected communications from the service according to the event calendar and participate in the creation of certain visuals;
• Review mail and sort according to priorities. Prepare files by conducting preliminary research and consultations. Respond to requests within their competence. Draft response proposals and certain meeting invitations. Note the follow-up and track files;
• Responsible for providing answers to certain questions based on policies, rules, management procedures, and practices in effect in the City and resolving certain problems within their competence. Based on research in documentation or from various stakeholders, provide and obtain information on various and complex subjects;
• Collaborate in the smooth operation of the service by collecting information, presenting data in appropriate forms related to their domain, and suggesting modifications to improve the functioning of the service's activities while contributing to departmental meetings and updating data related to their service;
• Follow up on decisions made by their supervisor and take appropriate measures to ensure their implementation in collaboration with the service's stakeholders;
• Manage reservation calendars of all kinds (equipment, infrastructure). To this end, keep the reservation and contract agenda up to date;
• Register citizens for service activities and maintain a statistics registry of participation in activities;
• Prepare purchase orders for their service;
• Process invoices into the appropriate computer system, invoicing, and participate in the management of accounts payable;
• Perform preliminary payroll entry;
• Manage telephone calls and provide information. Welcome visitors, learn the purpose of the meeting, and prepare necessary documents;
• Orient complaint requests to those whose problem can be resolved by another authority and schedule appointments if, in their opinion, a meeting with their supervisor is necessary;
• Organize meetings by making invitations, reserving rooms, and preparing necessary materials and documents;
• Assume responsibility for the filing system and apply the archiving procedure. Regularly update files and computer management files;
• Use in-house software. Keep applications up to date and participate in their development to improve operational efficiency;
• Use various devices such as information processing computer systems, computer servers, calculation tools, printing and scanning tools, fax machines, etc.
• Ensure the preparation, verification, and compilation of data necessary for the writing of statistical reports.

Note: The list of responsibilities enumerated above reflects the characteristic elements of the position and should not be considered an exhaustive list of all occupational requirements related to the position.

Requirements

• Professional studies diploma or college studies certificate in office management or equivalent schooling, with a specialization in office management and document creation.
• Advanced knowledge of the entire Office suite and document creation software (Canva, InDesign);
• Advanced knowledge of communication technologies;
• Knowledge of administrative writing and document creation and visual;
• Good knowledge of spoken and written French;
• Energetic and easy to approach with the public;
• Good concentration capacity;
• Very good capacity for innovation and civic sense;
• Demonstrate a good capacity for synthesis;
• Good knowledge in computer science (Office suite, PG AccèsCité);
• Employment Type: Full-time, Fixed-term Contract
• The duration of the contract: 16 months
• Salary: $27.61 to $34.61 per hour

Benefits

• Paid vacation
• On-site parking
• Casual attire
• Preselection Questions:
• Advanced mastery of Canva

Education

• DEP/ AEC or Certificate (Mandatory)

Experience

• Administrative support: 2 years (Mandatory)
• Willingness to travel:
• 25% (Desired)
• Location of the position: On-site