Business Services Representative (Regular pt) E

Job title: Business Services Representative (Regular pt) E

Job description: Posting date: August 24, 2022

Job Title: Business Services Representative

Number of Vacancies: 1

Posting number: EX22-1015

Status: Regular Part Time Position

Hours of Work: Up to 48 hours bi-weekly

Shift Work Required: No

Range of Pay: $24.89 to $29.27 per hour

Start date: To follow selection process

Initial Reporting Location: Lionel E. Lalonde Centre
Eligible to Work from Home: No

Department: Community Safety

Duties: Under the general supervision of the Business Services Co-ordinator.

1. Receive, respond to and redirect inquiries regarding the facility and its tenants from the public, staff, and construction/maintenance crews.

2. Work with all required parties to coordinate reservations of facilities, catering, including residence, meeting and conference rooms (e.g. clients, custodians, catering etc.) to ensure that clients’ needs are met.

3. Prepare and/or secure, and maintain required documentation and funds related to Lionel E. Lalonde Centre (LEL) reservations.

4. Assist in marketing the Lionel E. Lalonde Centre and maintaining a quality assurance program for the facility.

5. Prepare invoices for authorization, billing advices and PeopleSoft purchase orders.

6. Assist Emergency Services staff with payroll and timekeeping.

7. Schedule LEL staff.

8. Assist in maintaining financial related databases.

9. Prepare weekly booking schedules including meeting room rental set up.

10. Maintain a petty cash account.

11. Assist facility management with setting up meetings (e.g. Health and Safety, staff, tailgates, etc.).

12. Provide facility tours as directed.

13. Perform typical administrative and clerical duties, as required.

14. Provide support to the Emergency Operations Centre (EOC) on a 24/7 basis as required, in the event of a declared emergency or disaster.

15. Enter information for statistical reports and maintain Facility Booking and Program Registration system user guide.

16. Assist in the administration of facility agreements, related policies, licenses, and billing advices.

17. In support of the hiring process, arrange documentation and appointments for new employees.

18. Assist with the collection of overdue and delinquent accounts.

19. Track and enter training information for employees.

20. Organize, maintain, and keep inventory of stock forms and other office supplies. Maintain and supply facsimile machine, photocopier and printers, and other office equipment.

21. Assist with the procurement process for Lionel E. Lalonde Centre equipment and supplies including quotes/authorizations and ordering.

22. Assist in maintaining attendance records including vacation schedules, leave of absences, payroll exceptions and banked time accruals. Complete human resources related forms such as hire, change, leave of absences, terminations, etc.

23. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.

24. Perform other related duties as required.

Qualifications:

• Successful completion of Secondary School (Grade XII) Education.
• Post Secondary education in a related field (e.g. Business Administration, Hospitality, Accounting) considered an asset.
• Over one (1) year and up to and including two and one-half (2½) years of related experience.
• Demonstrate ability to provide excellent customer service.
• Demonstrate strong organizational and administrative skills.
• Demonstrate a proven ability related to computer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval, etc.).
• Ability to adapt and work effectively within a variety of situations.
• Ability to demonstrate interpersonal skills and experience in dealing with the public, staff and outside agencies in a courteous and effective manner.
• Must have demonstrated knowledge of accounting.
• Must have demonstrated knowledge of accounting software.
• Knowledge of facility booking and program registration systems considered an asset.
• Knowledge of Kronos functionality as it relates to scheduling and payroll considered an asset.
• Experience with facility support and a general understanding of the legislations (e.g. OH&S, accessibility standards, etc.).
• Excellent use of English; verbally and in writing.
• French verbal skills highly desirable; written skills an asset.
• Satisfactory health, attendance and former employment history.
• Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.

How to apply:

Résumés quoting EX22-1015 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Wednesday, September 7, 2022. Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our section.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City’s mandatory . Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury has launched a to understand what prospective employees are looking for from an employer. Please take a few minutes to provide us with your input. Your responses will be anonymous. Thank you in advance for your participation in the survey!

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received. Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.

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