Lead Facility Booking/Registration Clerk

Company: City of Greater Sudbury - Sudbury, ON

Salary Range: $30.86 to $38.35 per hour

Section: Recreation Services
Division: Leisure Services
Department: Community Development
Initial Reporting Location: Tom Davies Square

Job Status: Limited position
Number of Vacancies: 1
Affiliation: Inside Unit
Estimated Probable Duration: Seven (7) months (may be extended)
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 11 - $30.86 to $38.35 per hour

The start date will follow the selection process.

This position is not eligible to work remotely

A criminal record check is required for this position and will be requested by the Hiring Manager should you be the candidate of choice. Please do not submit your criminal record check with your application.

Characteristic Duties: Under the general supervision of the Co-ordinator of Leisure Services Administration.

1. Plan and implement new training programs for staff with regard to the electronic Facility Booking and Program Registration Systems usage. Provide program training and support.
2. Act as the liaison between the software vendor and City of Greater Sudbury (CGS) Information Technology staff on matters of suggested upgrades and maintenance.
3. Work co-operatively with Information Systems and Management staff to develop and operate a problem resolution process for Facility Booking and Program Registration System information management.
4. Ensure accuracy of Facility Booking and Program Registration database and system security for the department.
5. Audit Facility Booking and Program Registration database and user system access in accordance with the Payment Card Industry Standards.
6. Work with Financial Analyst regarding the accounting functions of the Facility Booking and Program Registration System.
7. Assist with evaluation of new technology and changes in the related field. Co-ordinate upgrades and enhancements to existing system.
8. Assist in future planning for facility booking and program registration needs by assessing system requirements.
9. Monitor Facility Booking and Program Registration System performance and make suggestions for appropriate business processes to ensure efficiency reports for management and internal customers.
10. Assist with developing and implementing payment policies for facility bookings and program registrations. Assist with calculation and implementation of new user fees.
11. Develop, customize and analyze statistical reports and maintain Facility Booking and Program Registration System user guide.
12. Develop and administer system testing for the recruitment process.
13. Liaise with staff on a day-to-day basis to investigate, resolve and create support documentation for process issues and provide guidance as required. Provide excellent customer service and problem solve customer and staff complaints and concerns.
14. Liaise with other departments to ensure booking and registration practices, policies and changes to applicable legislation are implemented and followed.
15. Process facility bookings, program registrations, payments, post-dated cheques, security deposits and refunds.
16. Assist management with the collection of overdue accounts, delinquent accounts, interest calculation and application to client accounts.
17. Prepare and circulate monthly aged accounts receivable reports to the Leisure Services Division and to the Supervisor of Accounts Receivable.
18. Reconcile the Facility Booking and Program Registration System with other related systems (e.g. PeopleSoft).
19. Market un-booked ice time, fields and facilities.
20. Perform the duties of Recording Secretary for the Ice Allocation Committees.
21. Administer facility agreements, related policies, licenses, billing advices, and system testing.
22. Assist and provide relief to the Secretary (Recreation) during periods of vacation, overload or absence.
23. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
24. Perform other related duties as required.

Qualifications:

- Successful completion of diploma in Business Administration, Computer Technology, or a related field from a recognized Canadian Community College.
- Two and one half (2½) to five (5) years experience in facility booking and program registration systems.
- Knowledge of Facility Booking and Program Registration Systems is required.
- Demonstrate ability related to microcomputer software and administrative systems in a Windows environment e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval).
- Demonstrate organizational and administrative skills and ability to exercise judgement in procedures and methods used.
- Demonstrate interpersonal skills in dealing with the public, staff and outside agencies in a courteous and effective manner.
- Excellent use of English; verbally and in writing.
- French verbal skills highly desirable; written skills an asset.
- Satisfactory health, attendance and former employment history.
- Provide, at own cost, a Criminal Record Check.
- Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $29.55 to $35.68 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How to Apply:

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit to apply online.

We must receive your resume before 11:59 p.m. on Wednesday, April 24, 2024. For those providing a French language resume, please also include an English version.

Click on the Apply for Job button.
Follow the step by step application process.
Ensure you attached a cover letter and resume. Acceptable file types are:

.doc
.docx
.txt
.pdf
.rtf
Once completed, review your application and click on the Submit button.
Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca