Overview
Facility Bookings Clerk Jobs in Richmond Hill at City of Richmond Hill
Posting Id
2524
Department
Community Services
Division
Recreation and Culture Services
Section
Marketing and Administration
Job Grade
SEA35 Grade 03
Rate of Pay
$29.85 – $35.11 Hourly
Job Type
Temporary Full Time
Contract
Contract Length/End Date
3 months with possibility of extension
Replacement/New Position
Replacement
Posting Type
Internal and External
Posting Date
03/26/2024
Application Deadline
04/02/2024
Position Summary
Reporting to the Supervisor, Recreation Business Services the Facility Bookings Clerk will issue legal permits for the usage of all City facilities, including community centres, outdoor spaces, arenas, and equipment.
Key Duties and Responsibilities
Receive and track client requests online, by email, telephone, fax, and in-person for long-term and short-term clients including requests for parks, halls, gyms, meeting rooms, arenas, sports fields, picnics, art exhibitions, equipment, third-party events and leagues
Communicate directly with clients to confirm availability of the requested facility, and to find out booking details such as purpose of use, and expected participants
Ensure all documentation is accurate including client signatures, permit-holder insurance, third-party insurance, rosters, membership lists, executive lists, financial statements, and waivers
Following City policy and procedures collect and process payments via Credit Card, Cheque, or set up a payment schedule based on the type of group
Balance and verify daily bank deposits
Print reports to determine the payments currently owing from customers on a continual basis and follow up with clients with an outstanding balance
Respond to all general inquiries and customer complaints pertaining to facility services and amenities, and direct complaints and feedback effectively to come to a resolution
Work with management and coordinator staff to obtain approval for unusual booking requests and record their approval for future reference
Create and maintain all affiliation database and files
Collect pertinent documents to ensure all group information is up to date, including insurance papers, financial statements, executive lists, member lists, residency, and board of directors
Greet customers, handle general public inquiries, answer telephones and re-direct calls
Open, sort, and distribute facility mail
Oversee main floor functions such as Office supplies, accept deliveries, and re-stock
Prepare statistical data reports for management and other internal customers as required
Maintain facility booking procedure manual
Duties and Responsibilities Cont’d (if applicable)
Education and Experience
High school diploma
Minimum 1 year related work experience in an office environment.
Previous experience working in a municipal recreation setting would be an asset.
Required Skills/Knowledge
Excellent customer service skills including working collaboratively with staff teams, agencies and external contacts
Well-developed secretarial, computer, and keyboarding skills, with a thorough working knowledge of Microsoft Office and the ActiveNet – facility booking in particular
Must be a team player
Working knowledge of municipal legislation, regulations, and guidelines
Proven interpersonal skills to foster and maintain cooperative working relationships with a variety of internal stakeholders, demonstrating high proficiency in conflict resolution and negotiation skills
Demonstrates good judgment and makes sound decisions
Shows commitment to personal growth, development, and leadership opportunities
Shares new ideas and challenges the status quo
Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
Takes initiative to participate in a culture of learning, mentoring, and sharing
Contributes to building and being a part of a positive culture
Demonstrate the City’s corporate values of care, collaboration, courage and service
Leadership Competencies
Demonstrates personal leadership
Builds people and culture
Cultivates open communication
Shapes the future
Navigates and leads through complexity and change
Attention Internal Candidates: All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.
We thank all candidates for their interest, however, only those under consideration will be contacted.
The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
Title: Facility Bookings Clerk
Company: City of Richmond Hill
Location: Richmond Hill
