Job Title: Administrative Clerk

Department: Administration

Reports to: Human Resource Manager

Supports: All Departments

Supervisor Responsibilities

This job has no supervisorial responsibilities.

Summary

The expectation of this position is an employee that performs their duties and responsibilities in an efficient and effective manner. Furthermore, the expectation is to perform these duties while working as a part of a team.

General Duties and Responsibilities

• Works effectively as a part of the administrative team; and provides critical support to all departments.
• Performs all administrative clerk duties for all departments. Including but not limited to:
• Employee data changes, wage, job, and status changes per designated processes.
• Performs monthly wage audit, reviews with management in respective departments, and advises management of wage discrepancies, processes changes when needed.
• Effectively and efficiently processes all onboarding paperwork to send to payroll; and ensures file completion.
• Effectively and efficiently assist in creating, managing, & updating seasonal employee contracts; as requested by management.
• Performs weekly wage over-rides and adjustments where needed & approved by management.
• Calculate and input statutory holiday pay as scheduled. Coordinates with management to confirm eligible employees.
• Performs monthly file audit, follows up on discrepancies, and annual updates. Escalates compliance issues where needed.
• Submits Credential and HID requests as needed, to Security, per client process. Returns & terminates access credentials/ HID cards access upon termination.
• Acts as a first level resource to resolve employee issues, and act as an employee’s resource. Escalates issues where needed.
• Assist with all administrative components of training and recruitment; including but not limited to data entry into database systems, and filing all records digitally and physically where needed.

Health & Safety Duties & Responsibilities

• Coordinates with management and Joint Health & Safety Committee (JHSC) to review needs, execute changes, and maintain all Health and Safety documentation as specified by municipal and corporate guidelines, across all departments. Including but not limited to: JHSC inspection paperwork, JHSC Meeting minutes, mandated postings, and signage.
• Ensure all necessary H&S documents are prepared ahead of event day.
• Performs/coordinates monthly H&S audits on designated work areas, as specified by management & or JHSC.
• Communicates all deficiencies with management and documents/ coordinates corrective actions with management team, and actions resolutions where appropriate.
• Performs monthly inventory of all PPE, Safety Equipment, and safety supplies stadium wide. Communicates ordering needs with Warehouse or Management. Tracks locations and status of all PPE, Safety Equipment, and safety supplies stadium wide.
• Performs pre-shift safety checks of all works areas open specific to each event as reasonably close to the day of the event where possible. Communicates deficiencies and corrective actions where needed, and documents accordingly. Communicates support needs for scheduling conflicts to complete this task.
• Involves working on health and safety initiatives; and addressing hazards in the work place.
• All Major Event days, outside of check in, check out, performs safety walk through stadium wide. Communicates deficiencies and corrective actions where needed to the supervisor specific to each work area, and documents accordingly. Post event, communicates trends and action items needed to management as follow up tool.

Other Duties & Responsibilities

• Ownership of work email in response to employee concerns, onboarding or safety questions. Documents employee communications as needed for disciplinary or informational purpose.
• Provides event day support to the Concessions Team during intermissions only; outside of check in, check out, and game day duties.
• Follows up on outstanding issues and work orders, as it relates to corrective actions and JHSC investigations, includes management in updates on these items, and escalates where needed.
• Administers, updates, and audits employee contact list in file maker.
• Administers signage as needed or directed.
• Participates is recruitment and onboarding initiatives to support when needed.
• May involve assisting in the coordination and organization of training per department needs.
• May involve assisting in or leading special projects as delegated by manager.
• Must be able to effectively communicate with managers and co-workers to effectively accomplish goals.
• All other tasks as delegated by manager.

Physical Demands

• Frequent periods of either sitting or standing may occur; employees are encouraged to stretch as needed.
• May have the occasional requirement to lift or carry items. Proper lifting technique is a must.
• Office environment can be busy or quiet. Stadium is an outdoor venue and is subject to changing environmental conditions. Dressing appropriately and being prepared for changes in the environment is an expectation.
• Frequent use of stairs is required; elevator accessibility is limited to accommodating clients and staff with mobility and accessibility needs.
• Stadium environment is a larger site, and tends to involve higher physical demands on event days.
• Sensory Attention: this environment is a noisy loud environment on event days.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the duties of their job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties of this position.

This position involves working in a unique environment. This is an event based venue and has characteristics that are inherent to an event based industry. We are licensed to carry and serve alcohol, and this is a very large part of our business. The majority of the positions we hire, come into contact with alcohol. This is not only an event based work environment; but is also a sports stadium, and as such is subject to crowds, lots of noise, and intoxicated guests. The safety of our employees is of the utmost importance, measures are taken to mitigate and reduce risk

Language Skills

• English is the working language at this job location. Candidate must be able to understand, read, write, and speak English.
• French is considered an asset; but is not mandatory.

Qualifications

• Must demonstrate an interest in the following fields: human resources, business, business administration, or a related field.
• Post-secondary education in any of the fields mentioned is considered an asset.
• Must be bondable, and pass an employer administered background check.
• Must be able to demonstrate intermediate computer skills in the Microsoft Office suite, and general computer literacy.
• Excellent time management skills and ability to multi-task and prioritize work
• Handle sensitive information in a confidential manner
• Smart Serve certification is considered an asset.

Job Types: Full-time, Part-time

Salary: $19.00 per hour

Education:

• Bachelor's Degree (preferred)

Experience:

• administrative assistant: 1 year (preferred)
• Microsoft Office: 2 years (required)

Language:

• English (required)

Licence/Certification:

• Smart Serve (preferred)

Work Location: In person

Application deadline: 2023-04-19

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