The City of Orillia is hiring an
Administrative Assistant - Aquatics and Fitness Divisions (12 Month Contract)

JOB DESCRIPTION

The City of Orillia is seeking a detail-oriented and highly organized Administrative Assistant – Aquatics and Fitness to support the Aquatics and Fitness Division within the Parks and Recreation Department for a 12-month contract position for up to 40 hours a week. The Administrative Assistant provides administrative, clerical, and customer service support to ensure the effective delivery of aquatic and fitness programs. This position plays a key role in supporting staffing, training, compliance tracking, documentation, and day-to-day divisional operations.

The City does not use artificial intelligence in the hiring process. All job applications are reviewed personally by the appropriate Department/Division. This is an existing position to fill a temporary vacancy.

DUTIES

• Provide comprehensive administrative support to Aquatics and Fitness supervisory staff, including correspondence, document preparation, program scheduling support, and follow-up tracking.
• Maintain accurate and up-to-date staff training and certification records, including lifeguarding, instructional, first aid, and fitness credentials.
• Maintain divisional files and records in accordance with Corporate Records and Information Management (RIM) policies using SharePoint and approved systems.
• Prepare agendas, meeting notes, reports, and operational documentation.
• Track and compile operational data, statistics, and reports for divisional use.
• Assist with onboarding and offboarding of seasonal and part-time/casual staff.
• Process invoices, purchase orders, and expense documentation related to Aquatics and Fitness operations.
• Assist with equipment and uniform inventory, including tracking, organization, and coordinating distribution as required.
• Assist with purchasing-related activities by obtaining quotes, preparing requisitions, and coordinating supply orders in accordance with City procedures.
• Provide front-line customer service support by responding to phone, email, and in-person inquiries.
• Support the drop-in cancellation process by updating schedules and systems, preparing customer communications, and notifying impacted staff as required.
• Ensure documents meet Accessibility for Ontarians with Disabilities Act (AODA) standards.
• Handle confidential information with professionalism and discretion.
• Understand, adhere to, and support enforcement of Corporate Policies and Procedures, confidentiality guidelines, health and safety standards, and emergency procedures.
• Perform other related duties as assigned.

QUALIFICATIONS

• Post-secondary diploma in Office Administration, Business Administration, Recreation Administration, or a related field, is considered an asset.
• Minimum of two (2) years of administrative experience, preferably in a municipal, recreation, or public service environment.
• Experience supporting high-volume staffing and training environments is considered an asset.
• Strong organizational, time management, and attention-to-detail skills.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft 365 applications, including Word, Excel, Outlook, SharePoint, and Teams.
• Knowledge of ActiveNet software and functions is considered an asset.
• Ability to work independently as well as collaboratively in a fast-paced environment.
• Demonstrated ability to manage sensitive and confidential information.
• Familiarity with aquatic and fitness operations, certifications, and regulatory requirements is an asset.
• Work is primarily conducted in a standard office environment and involves prolonged periods of sitting and computer use, with occasional standing, walking, and light lifting (up to 25 pounds).
• Attendance at early morning, evening, or weekend meetings or training sessions may be required periodically.
• An acceptable Criminal Record Check is required prior to the employment commencement date at the incumbent’s expense.

Compensation for this position is $23.94/hour. Work hours vary based on operational requirements, up to 40 hours per week and include evening and weekend shifts. Interested applicants are invited to apply by May 15, 2026, at 4:00PM.

Applications will only be accepted by applying online. Please click the "Apply Now" button below.

We thank all applicants, however, only those selected for an interview will be contacted.  

Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.