About the Role
The Administration Coordinator plays a key role in supporting the financial and administrative operations of the Recreation Department. This position is responsible for overseeing financial processes, ensuring compliance with policies, supporting departmental initiatives, and providing high-level customer service. The incumbent also serves as a liaison with the Finance Department.
Full-time – Monday to Friday, 8:30 a.m. to 4:30 p.m.
- Verify and track daily transaction batches.
- Review, audit, authorize, and correct financial transactions processed through recreation software.
- Review, approve or decline reimbursement requests in accordance with established policies.
- Manage accounts receivable, including analysis, follow-up, and collections.
- Oversee prescribed accounts (credits and receivables) in collaboration with the Finance Department.
- Calculate and manage individual and mass reimbursements resulting from program cancellations.
- Prepare deferred revenue reports for Finance (fiscal year-end).
- Ensure timely processing of Relevé 24 documentation.
- Monitor and audit cash floats and petty cash; track movements and act as a departmental contact for Finance.
- Maintain accurate and accessible financial records.
- Oversee financial and program data entry in the Amilia system.
- Troubleshoot system issues affecting financial accuracy.
- Collaborate with Finance to resolve discrepancies and system-related issues.
- Ensure proper digital and physical archiving of financial documents.
- Research, develop, and implement departmental financial and administrative policies and procedures.
- Assist in the preparation of departmental tariffs (programs and facilities).
- Maintain administrative and financial statistics for the department.
- Serve as the primary contact for the Recreation Bursary Program and Companion Card Program.
- Monitor and track donations related to bursary programs.
- Respond to client inquiries, particularly those related to financial matters and complaints.
- Support managers in drafting communications involving financial implications.
- Maintain a high standard of customer service and proactively resolve issues.
- Train and support customer service staff on financial processes and recreation software.
- Act as the key point of contact with the Finance Department regarding transactions, refunds, accounts, and audits.
- Collaborate with internal departments, including Legal and the Audit Committee, as required.
- Participate in departmental and City events (e.g., Winter Carnival, Canada Day).
- Provide support for various administrative and operational initiatives as needed.
- Strong knowledge of financial processes, bookkeeping, and reconciliations.
- Experience with Amilia SmartRec (asset).
- Excellent analytical, organizational, and problem-solving skills.
- Ability to interpret and apply policies and procedures.
- Strong attention to detail and accuracy in financial data.
- Excellent communication and customer service skills.
- Supervisory experience (asset).
- Proficiency in Microsoft Office (Excel, Word) and administrative systems.
- Fluency in French and English (spoken and written).
Note
Candidates may be required to complete a competency test in both French and English.
Additional Notes
The masculine gender is used solely to simplify the text.
The City of Côte Saint-Luc thanks all applicants for their interest. However, priority will be given to candidates whose profiles best match the position requirements.
Equal Employment Opportunity
The City of Côte Saint-Luc is committed to the principles of equity and inclusion as part of its Equal Employment Opportunity Program. We encourage applications from women, visible and ethnic minorities, Indigenous peoples, and individuals with disabilities.
If you require accommodation during the selection process, please inform us and we will work with you confidentially to meet your needs.
Language of Work
The City is a recognized organization under the Charter of the French Language and is authorized to use both French and another official language.
Application Process
We thank all applicants for their interest. However, only those selected for an interview will be contacted.
