Job Specification

Purpose of Position :

To provide group leadership and financial, administrative and clerical support to staff within a park environment. To provide effective customer service to internal and external clients.

Duties / Responsibilities :

1) Performing accounts payable and purchasing functions in accordance with applicable policies, procedures and guidelines by:
- providing procurement support in the acquisition of goods and/or services (i.e. obtaining price quotes)
- entering/receipting of requisitions/contract purchase orders into a financial software application (Integrated Financial Information System - IFIS)
- verifying and processing invoices for payment
- reconciling petty cash disbursements
- reconciling monthly expenditure reports and transaction listings with park accounts
- preparing and maintaining expenditure ledgers for Other Direct Operating Expenditures (ODOE)
- reviewing government purchasing card (GPC) purchases and reporting any discrepancies to supervisor
- filing of purchasing information in accordance with established practices

2) Providing administrative/clerical support for human resources/payroll functions by:
- supporting the recruitment process, including typing job descriptions, arranging interviews, and compiling interview packages
- preparing, processing, filing and maintaining human resources/payroll documents for classified and unclassified staff
- reviewing, sending for approval, and inputting unclassified staff timesheets
- entering data into a human resources management software application (Workforce Information Network – WIN) and tracking attendance credits
- tracking seasonal seniority hours and averaging hours on a monthly basis
- maintaining computerized and manual ledgers of contract information and expenditures
- maintaining health and safety and training and development records/plans and preparing related reports/documents

3) Providing financial support by:
- ensuring that park permits are inventoried, issued, secured and reconciled in accordance with permit handling manuals and procedures
- receiving revenue, issuing receipts and ensuring reconciliation with daily sales reports
- preparing weekly cash blotters and required support documents to ensure no loss of revenue or permit discrepancies
- performing banking duties
- maintaining records of revenue and administering and overseeing the computerized reservation and information system
- entering park use statistics into the computerized Park Statistics System (PSS)

4) Providing coordination, direction, and technical expertise to clerical staff by:
- assigning/scheduling work
- communicating timelines for completion of work and ensuring deadlines are met
- monitoring quality of work performance for input into performance management process
- recording and reporting on status of work in progress and completed
- advising supervisor of problems and making recommendations
- determining training requirements and providing on-the-job training to ensure work methods, policies, and procedures are understood

5) Providing customer service to internal and external clients in person and by phone by:
- providing trip planning services for backcountry camping reservations
- processing camping reservations
- performing gate attendant duties
- issuing permits to park users
- submitting vacancy reports
- responding to general inquiries

6) Performing general office duties such as:
- processing incoming and outgoing mail
- composing routine correspondence/forms/reports/memos/data summaries using fully programmable word-processing software
- preparing travel claims
- maintaining data entry records, such as merchandise sales reports, monthly visitor/day use/seasonal statistics, merchandise inventory reports, permit reconciliation report
- ordering and maintaining adequate stock of office supplies, park merchandise and uniforms
- maintaining park inventory records by inputting data into the Ministry Asset Inventory System (MAIS)
- maintaining park filing system
- acquiring, maintaining and operating office equipment (i.e. MNR Radio and telephone system)
- attending meetings to record, type and distribute minutes

The incumbent shall, while in the workplace, conduct him/herself in compliance with the Occupational Health and Safety Act and any workplace practices as directed by his/her immediate supervisor and in accordance with the Internal Responsibility System as outlined in the Occupational Health and Safety Act.

Staffing and Licencing :

Possession of valid Class 'G' Driver's Licence.

Knowledge :

Job requires knowledge of financial and accounting policies, procedures, guidelines and directives to process accounts payable/receivable documents (e.g. verifying invoices for payment, performing banking duties, reconciling permit inventories, maintaining expenditure ledgers, reconciling revenue reports).

Job requires knowledge of applicable sections of human resources/payroll/benefits/health and safety policies, procedures, guidelines and directives and applicable legislation and collective agreements to prepare classified/unclassified staff hiring/termination documents and to review and prepare payroll information.

Job requires knowledge of relevant sections of various Acts and Regulations (e.g. Provincial Parks and Conservation Reserves Act), policies, procedures, directives, guidelines (e.g. revenue collection procedures) to prepare routine correspondence, respond to general requests for program information, issue permits/licenses, and provide group leadership to staff by referring to appropriate legislation/manuals.

Job requires knowledge of customer service standards/practices, telephone operation and etiquette to serve park clients, respond to general information requests and resolve minor complaints from internal/external clients.

Job requires knowledge of office practices and procedures to ensure the efficient day-to-day operation of the park office (e.g. ensuring adequate inventory of office supplies/park permits, setting work priorities).

Job requires knowledge of office equipment operating procedures (e.g. photocopier, facsimile, postage meter, Point of Sale machines) to ensure equipment functions properly by replacing toner cartridges and paper supplies.

Job requires knowledge of radio and telephone operation to communicate with and relay messages to staff in other ministry offices/vehicles (e.g. Park Wardens, Conservation Officers).

Job requires knowledge of records retention schedules and file management procedures to maintain filing systems.

Job requires knowledge of the Occupational Health and Safety Act and those Regulations made under the Act that apply to the workplace and the work being performed.

Skills :

Job requires analytical skills to determine urgency of matters/inquiries/processes and give priority based on knowledge of subject matter or by discussing with supervisor/park staff; to identify and resolve discrepancies in invoices, expenses, coding errors; to reconcile permit inventory and daily sales reports on behalf of the park office staff; and to peruse incoming park mail to determine action to be taken.

Job requires organizational skills to develop and implement clerical procedures; to organize own workload to ensure assignments are completed within established time frames; and to assign work to clerical and gate staff to ensure the efficient operation of the park office.

Job requires mathematical and cash-handling skills to accurately account for cash float and permit sales; to track/reconcile accounts, expenditures, and daily sales reports; to prepare journal entries, travel claims and park statistics; to prepare and reconcile weekly cash blotter; to prepare payroll timesheets and bank deposits; and to maintain office inventories (e.g. stock items, uniforms, park permits) and Ontario Parks merchandise inventories.

Job requires group leadership skills to provide direction to clerical and gate staff by assigning work and communicating associated timelines, explaining work methods, monitoring performance and ensuring continuity in registration services.

Job requires oral communication skills to convey information (e.g. park policies); to greet and deal with internal/external clients in person and/or by telephone (e.g. taking and processing reservations for group camping, performing gate attendant duties) using tact and diplomacy in responding to inquiries and resolving complaints/issues; and to relay messages and calls via radio and telephone to other ministry offices/vehicles.

Job requires written communication skills to prepare letters, memos, and reports (e.g. responses to general inquiries, park use statistic reports).

Job requires proficiency in the use of personal computers utilizing various software applications (word processing, spreadsheet, electronic mail, internet and government financial and revenue applications) to type correspondence, respond to inquiries, maintain computerized expenditure ledgers, enter/retrieve payroll/attendance data and requisition/contract purchase order information, access park reservation information, and record park statistics and inventories.

Freedom of Action :

Job requires adhering to and accessing relevant Ministry policies, procedures, guidelines, directives and established practices to provide answers to inquiries and to perform financial and revenue tasks (e.g. park reservation policy, revenue receiving requirements, purchasing guidelines, customer service standards).

Job requires making decisions on own initiative (e.g. composing correspondence, issuing permits, verifying invoices for payment) based on questioning clients to determine validity and ensuring compliance with policies and directives, identifying and rectifying errors (e.g. coding errors on invoices).

Job requires performing tasks under the general supervision of the Park Superintendent and working independently to establish work priorities and resolve issues within established government practices and procedures.

Job requires referring to supervisor matters of an unusual/potentially contentious nature or which represent a contravention of policies, procedures or normal business practices (e.g. contravention of park policies, irate clients, staffing issues).