Recreation Administrative Clerk

Position Details

• Job Type: Permanent Part Time
• Job Category: Recreation
• Date Posted: September 9, 2026
• Closing Date: March 9, 2027
• Salary: $25.99 - $28.85/Hour
• Hours of Work: Up to 24 hours per week
• Schedule: Varying
• Union: CUPE 905 PT Clerical and Technical
• Physical Location: Varying

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.