Job Specification

Purpose of Position :

To provide clerical, general accounting, administrative services and group leadership in a team management environment under the general supervision of the Park Superintendent for Sharbot Lake/Silver Lake Provincial Parks/Frontenac Provincial Park.

Duties / Responsibilities :

Job requires:

• Performing general clerical duties by:
o Ensuring adherence to ministry defined financial processes, such as those for the collection of revenues, making bank deposits and preparation of computerized cash blotter
o Inspecting daily sales summaries and reconciling cash, credit cards and permits for entry into permit ledger and creation cash blotter
o Prepare bank deposits
o Administering and overseeing computerized reservation system
o Prepare petty cash disbursements
o Issuing park permits, receipts, transfers and assigning cash floats to permit staff
o Forwarding invoices to supervisor for scrutiny and approval
o Ensuring invoices and statements are mathematically correct
o Gathering and compiling information (statistical and general Monthly Visitation Reports, PM2) for input into computer using various programs including the Parks Statistical System (PSS)
o Verifying the accuracy of park staff timesheets and ensuring timely submission; maintaining computerized payroll ledger
o Prepare employee contracts and terminations using Human Resources Information System - WIN, ensuring all necessary hiring documents are completed and submitted in a timely manner
o Maintain personnel files
o Develop computerized systems to streamline park operations
o Source suppliers and make application for additional funding and special programs
o Assist in the preparation of the annual revenue forecast and workplan
o Responsible to monitor ODOE budget for administration and visitor registration ensuring expenditures do not exceed allocation, through posting of expenditures and cross-referencing to IFIS reports
o Monitor overall park B-salary budget through posting of expenditures and cross-referencing to IFIS and PDS reports
o Prepare in-year-adjustment forms as necessary for submission to zone manager
o Assist in ensuring that all staff are trained in First Aid, WDHP, WHMIS, Customer Service
o Responsible for purchasing and maintaining stock of all office supplies and equipment
o Verifying paycheques
• Serving as a group leader under the supervision of the Park Superintendent of gate staff by:
o Providing day-to-day information/instruction on detailed application of ministry policies and procedures as pertaining to the operation of the park both orally and or in writing to seasonal permit sales staff including Head Gate Attendant, Gate Attendants and Office Assistant
o Participate in interviewing potential clerical staff and recommending selection
o Assisting and checking work of staff, explaining new procedures and training of new staff and returning staff; ensuring accuracy and completeness
o Assist in identifying training and development requirements and arranging for these needs to be met, as directed
o Prepare duty schedules for all clerical staff using computerized scheduling program and monitoring all hours worked
o Inputting into performance appraisals and review with all staff supervised
o Ensuring all staff adhere to policies and procedures such as uniform dress codes and proper personal hygiene
o Deciding work priorities and scheduling work accordingly, ensures deadlines are met
o Monitor work environment to ensure it is free from harassment and discrimination
o Explaining new projects and assignments
o Keeping staff informed of on-going team and ministry initiatives, directions and priorities
o Referring any matter not covered by established procedures and guidelines to supervisor
• Performs typing and word processing duties using fully programmable word processing equipment by:
o Drafting, typing and revising memoranda, letters, reports and manuals on fully programmable processing equipment from handwritten drafts, following MNR correspondence manual, proof reading for accuracy, grammar and punctuation; referring to supervisor for approval
o Utilizing fully programmable word processing equipment, with various software packages, to enter, edit and format text and tabular information to produce original and revised hard copies of forms (cash blotter, permit ledger, payroll ledger, etc) summaries, letters, memorandums and reports such as petty cash disbursement, annual park reports, etc
o Maintaining filing system in Word or Excel programs by adding, deleting, updating and transferring data
o Ensuring computerized files are backed up to disk or CD in case of mechanical failure
o Referring any matters not covered by established procedures or guidelines to supervisor
• Performs other duties such as:
o Promoting visitor services and hospitality, e.g. monitoring park office appearance, wearing a park uniform provided.
o Providing customer service to internal and external clients (e.g. performing gate attendant duties as required, issuing permits to park users, submitting vacancy reports, responding to general enquiries).
o Operating of MNR radio and phone system.
o Performing first- aid treatment and assisting in emergency services as required.
o Maintaining data entry records & inventories in the Park Asset Management System (MAIS).
o Co-coordinating the park merchandise order and other concession items completing inventory, monitoring the programs.
o Ensuring safe and doors are locked
o Ensuring that workers take precautions to protect the health and safety of themselves and others by complying with such acts, codes, policies , procedures or accepted practices as may be appropriate
o Ensuring that workers are advised of known hazards and the required precautions
o Provide customer service training for all staff

• The incumbent shall, while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act and Regulations, and any workplace policies, procedures or practices as directed by their immediate supervisor, report all work related injuries and illnesses to their immediate supervisor

Managers have the right to assign additional duties.

Staffing and Licencing :

Valid Emergency First Aid Certificate. Valid Class “G” Driver's License

Knowledge :

• Job requires knowledge of administrative/office procedures and guidelines for routing correspondence, processing invoices, and expense claims, establishing/maintaining filing systems, ordering office supplies, updating inventory and assets control.
• Job requires knowledge of fully programmable word processors and software programs such as WIN and CAMIS, Word, Windows, Excel and Simply Accounting to track financials, PowerPoint, electronic mail to produce letters, memoranda, reports, charts, tables, graphics, spreadsheets and presentation material by utilizing a variety of features such as formatting/merging.
• Job requires knowledge to operate office equipment such as a photocopier and a facsimile to photocopy material and transmit correspondence.
• Job requires knowledge the human resources directives and guidelines, benefits and payroll policies, procedures and manuals and of the Collective Agreement(s) and Public Service Act. Good knowledge of Provincial Parks Act and Regulations, park programs, services and activities.
• Job requires knowledge of electronic and hard copy documents filing/storage systems when filing ministry records by storing data on databases, to file correspondence, reports, documents, books, research materials, and periodicals.
• Job requires knowledge of arithmetic to calculate, verify and prepare/process invoices, travel claims and statistical summaries. Knowledge of worker responsibilities as outlined in the OH&S Act.

Skills :

• Job requires reasoning skills to determine what matters should be given priority when performing a variety of different tasks with conflicting deadlines and to prioritize work based on knowledge of subject matter or by discussing with principals; determining what matters require referral and to which staff; ensuring accuracy of typed material ensuring correct grammar, spelling, punctuation, checking when unsure of content or terminology.
• Job requires the ability to communicate effectively orally and in writing.
• Job requires data entry skills to Ministry Standards and typing skills to Ministry Standards.
• Job requires ability to use personal computers including word-processing, record-keeping (i.e. spreadsheets), internet, e-mail and various corporate software applications (e.g. WIN, IFIS, CAMIS).
• Job requires good organizational, interpersonal, mathematical and oral and written communication skills.
• Job requires ability to operate and perform minor repairs to a variety of office machines and equipment.
• Job requires supervisory skills to provide group leadership to staff by assigning work, setting day-to-day priorities and monitoring performance.

Freedom of Action :

• Job requires adhering to and accessing relevant Ministry Policies, procedures, guidelines, directives, established practices and file information to provide answers to inquiries and resolve client concerns.
• Job requires judgement in performing such duties as directing calls to appropriate staff, assisting vague inquiries by tactfully probing for detail, and composing basic/routine correspondence, forms, answering general inquiries
• Job requires working under general supervision to ensure that the work is done correctly, accurately, and promptly. Reference materials are available (e.g., directories, various listings, computer operating instructions). Position refers issues/problems to the Park Superintendent.