Facility Administrative Coordinator (Temporary)

Job Responsibility:

Division: Cultural Services

Job Status: Temporary (Long-Term) Full Time

Number of Positions: 1

Hours of Work: 35 hours per week

Posting Date: Monday, June 17, 2024

Closing Date: Sunday, June 23, 2024

Wages: $25.61 - $28.22

Company Biography

The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Summary

The Facility Administrative Coordinator provides administrative and operational support for the Sarnia Library including the Library Theatre. The Facility Administrative Coordinator acts in a lead hand capacity organizing the work of the maintenance and cleaning staff ensuring effective operations.

Job Duties and Responsibilities

Administrative Duties:

• Monitor and place maintenance calls for photocopiers, fax machines, postage machines, telephones and other office equipment

• Maintain necessary corporate files in accordance with the County of Lambton's Records Retention By-law

• Perform photocopying, sorting and distribution

• Compose letters and memos as required

• Maintain resources such as manuals, procedures, lists, etc. and distribute items when necessary

• Act as the first point of contact for theatre and room booking requests and handle inquiries, record rental requirements

• Promote and/or assist in the promotion of events taking place within the facility, including community events booked by outside agencies, partner events, and library events working in cooperation with the Online Marketing Coordinator and Communications Officer

• Organize the daily work of cleaners and maintenance workers, ensuring that the facility is adequately prepared for rentals, and the provision of regular library service

• Ensure that rental agreements are adhered to

• Make recommendations to management staff concerning the effective operation of the facility rental

Technology:

• Ensure the effective use of the corporation's financial systems such as iCity, FMW, ILS, etc.

• Set-up and troubleshoot audio-visual equipment within the theatre / meeting rooms when required

• Monitor the need for maintenance / repair / replacement of audio-visual equipment

• Keep abreast of emerging technology trends in the provision of theatre services

Financial Duties:

• Record revenue received from the facility

• Prepare bank deposits

Customer Service / Communication Responsibilities:

• Represent the library effectively in the community and respond to general inquiries

• Interact pleasantly and courteously with the public, community partners and staff, promoting a harmonious workplace

• Demonstrate effective oral and verbal communication skills

Other Job Tasks / Responsibilities:

• Deal directly with vendors where required

General:

• Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed

• Incumbents must possess the physical ability to meet the duties and responsibilities of the and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

Direct Supervision: None

Indirect Supervision: None

Functional Authority: Cleaner and Maintenance Worker

Credentials Required

Minimum Formal Education

• Two-year College diploma in Business Administration

Experience

• Minimum six months' experience working in an office environment

• Interpersonal, communication, and customer service skills

• Computer experience including Microsoft Office products, Outlook, Internet, electronic databases, digital platforms, etc.

• Experience using audio-visual equipment