Full-Time | Permanent
Who We Are
The Sherwood Park Fish & Game Association (SPFGA) is a purpose-driven, member-based organization committed to conservation, education, and responsible outdoor recreation. Through programming, advocacy, and community engagement, we advance:
· The conservation and sustainable use of fish and wildlife
· Habitat protection and environmental stewardship
· Safe, ethical participation in the shooting sports
The Opportunity
SPFGA is seeking a highly organized and service-oriented Administrator to manage the day-to-day administration and order fulfillment activities of our Canadian Firearms Safety Course (CFSC) and Canadian Restricted Firearms Safety Course (CRFSC) program. The role also provides general administrative support across the Association as time and priorities permit.
Reporting to the Executive Director, this position is the primary administrative contact for CFSC/CRFSC instructors. The Administrator receives instructor orders by telephone and online, confirms order details, processes payments, prepares and packages materials, coordinates shipping and pickups, responds to routine questions, and completes the related paperwork and reporting. Accuracy, dependable follow-through, and professional instructor service are central to the role.
What You'll Do
CFSC/CRFSC Instructor Order Administration (Primary Focus)
· Receive CFSC/CRFSC instructor orders by telephone and through the online ordering system.
· Review each order for completeness and accuracy, confirm product quantities, pricing, instructor information, delivery method, and special instructions.
· Respond to routine instructor questions about available materials, ordering procedures, pricing, payment, shipping, pickup, forms, and program administration.
· Route technical, policy, instructional, or approval questions to the appropriate person and follow up to ensure the instructor receives a response.
· Prepare orders accurately by selecting the required materials, checking quantities and condition, and organizing all associated documents.
· Package orders securely and efficiently for courier or postal shipment, applying labels and including the correct packing information.
· Calculate and process instructor charges, collect payment using approved methods, issue receipts, and maintain accurate transaction records.
· Arrange shipments, prepare shipping documentation, track dispatched orders, and respond to routine delivery issues.
· Prepare pickup orders, notify instructors when they are ready, verify the recipient, and hand over orders in a professional and organized manner.
· Record order status from receipt through payment, preparation, shipment or pickup, and completion.
· Maintain organized inventory and order records; monitor stock levels and advise when materials or shipping supplies need to be replenished.
· Complete, review, file, and submit required CFSC/CRFSC paperwork and supporting documentation within established timelines.
· Prepare regular order, payment, inventory, shipping, pickup, and program activity reports for review.
· Investigate order discrepancies, missing information, payment concerns, returns, and delivery problems, escalating issues when required.
· Protect instructor and program information and follow applicable procedures, privacy requirements, financial controls, and SPFGA policies.
· Recommend practical improvements to order intake, fulfillment, communication, recordkeeping, and reporting processes.
General SPFGA Administration
· Provide day-to-day administrative support to the Executive Director and other SPFGA operational priorities.
· Monitor shared inboxes and telephone inquiries, route requests, and provide prompt, professional responses.
· Maintain organized electronic and paper records, templates, forms, contact lists, calendars, and filing systems.
· Draft and format correspondence, notices, reports, agendas, meeting materials, presentations, and internal documents.
· Assist with data entry, invoice and receipt processing, expense documentation, deposits, and basic reconciliation support.
· Order and maintain office and program supplies, coordinate routine service requests, and liaise with vendors.
· Support document control, policy administration, operational reporting, and continuous improvement of administrative processes.
Safety, Privacy & Compliance
· Promote and follow SPFGA's safety-first culture, policies, procedures, and respectful workplace expectations.
· Handle student, member, employee, and organizational information confidentially and securely.
· Maintain accurate records and support required reporting, audits, incident documentation, and follow-up.
· Identify and promptly escalate safety concerns, privacy issues, documentation gaps, or operational risks.
What Success Looks Like
· Instructor orders are received, checked, charged, prepared, packaged, shipped, or handed over accurately and on time.
· Order, payment, inventory, shipping, pickup, paperwork, and reporting records are complete, current, and easy to verify.
· Instructors receive prompt, professional service and their routine questions are resolved or directed appropriately.
· SPFGA calendars, files, databases, and administrative systems are organized, reliable, and easy to use.
· The Executive Director and SPFGA team receive dependable follow-through across routine and time-sensitive priorities.
What You Bring
Experience & Qualifications
· Three or more years of experience in administration, office coordination, customer service, training-program support, nonprofit operations, or a related role.
· Demonstrated experience with order entry, customer service, payment processing, shipping, inventory, recordkeeping, or a similar administrative workflow.
· Strong attention to detail, with the ability to maintain accurate records and follow established procedures and deadlines.
· Excellent written and verbal communication skills and a professional, patient approach to service.
· Sound judgment and discretion when handling confidential or sensitive information.
· Ability to work independently, take initiative within the role, and collaborate effectively with staff, instructors, volunteers, members, and vendors.
· Ability to prepare, package, move, and hand over routine orders safely and accurately.
· Experience in firearms-safety education, regulated training, distribution, recreation, conservation, shooting sports, or a member-based organization is a strong asset.
· A valid PAL or RPAL, or familiarity with CFSC/CRFSC administration, is an asset but is not required unless specified as a condition of employment.
Tools & Administrative Skills
· Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and shared calendars.
· Comfort using online order systems, membership databases, payment terminals or platforms, shipping tools, cloud file storage, and virtual meeting tools.
· Strong document formatting, data-entry, proofreading, filing, and general office-administration skills.
· Ability to learn new systems and improve administrative workflows.
Core Competencies
· Member-Centric - Anticipates needs and provides responsive, respectful service.
· Organized - Brings structure, accuracy, accountability, and follow-through.
· Communicator - Shares clear, timely, and professional information.
· Collaborative - Builds positive working relationships across diverse groups.
· Adaptable - Manages competing priorities in a hands-on, evolving environment.
· Problem Solver - Identifies issues early and develops practical solutions.
Why Join SPFGA
· Contribute to a mission-driven organization focused on conservation, education, safety, and community.
· Play a central role in delivering an important safety-education program.
· Work with a committed team while gaining broad experience across SPFGA operations.
· Enjoy a hybrid work environment connected to the outdoors.
Benefits
· Health Spending Account
· RRSP matching up to 5%
· Complimentary SPFGA range membership
Additional Requirements
· Police Information Check and participation in periodic re-checks as required.
· Reliable transportation to SPFGA work and program locations, as required.
Apply Now
If you are an organized administrator who values accuracy, service, safety, and community, we would like to hear from you.
Please send your resume and cover letter to [email protected]. Only applicants selected for an interview will be contacted.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
