District Support Clerk

3 weeks ago

Hamilton, Canada City of Hamilton Full time

**About the City of Hamilton**

**Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason**

**JOB POSTING**

JOB ID #: 20937

District Support Clerk
Healthy & Safe Communities
Recreation

NUMBER OF VACANCIES: All part-time and full-time vacancies.

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: E
- SALARY/HOUR: $27.085 - $29.440 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: All part-time and full-time vacancies.

Job Description ID #: 2572

**SUMMARY OF DUTIES**

Reporting to the Supervisor, District Support Services (Recreation) the District Support Clerk provides clerical support to the Manager and staff for the daily operations of recreation facilities and service desks within an assigned district/portfolio.

**GENERAL DUTIES**

Receives and answers routine inquiries from reception staff, public and internal City staff. Refers escalated inquiries, requests, complaints and concerns to appropriate supervisor/manager for follow up.

May be required to provide reception, administrative and customer service duties directly to customers, clients, program participants and volunteers.

Assists with the daily cash management of the Community/Recreation Centres with training, float maintenance, bank deposits, and petty cash while ensuring compliance within Divisional and Corporate guidelines. Discrepancies are reported to supervisor for follow-up.

Assists with hiring process and training of part time and fulltime reception staff as required.

Supports the membership/rental/registration process for assigned district.

Maintains confidentiality of customer information and other records with a high degree of integrity and respect for privacy.

Works to resolve customer service issues to foster and support customer relations.

Types and word processes correspondence, reports and forms from copy.

Coordinates Brinks pick-up for assigned District following Divisional and Corporate Procedures.

Prepares refunds and cheque requisitions as directed for manager review and approval.

Reviews accounts receivable report and follows-up with customers to ensure accounts are in good standing for facilities within District. Follows up with customers with Non-Sufficient Funds payments.

Receives invoices within AP Workflow and prepares for supervisor/manager review and approval.

Accurately applies approved credits to accounts.

Prepares reception monthly reconciliation for assigned District for supervisor review and approval. Reports issues and concerns to supervisor.

Input Journal Transfer Requests for Manager approval following Finance & Administration procedures.

Setup and maintain a filing system for correspondence, financial records for recreation centres, reports and documents in accordance with divisional procedures.

Sort and distribute incoming and outgoing mail (including picking up and dropping off at Recreation Administration Office), faxes and courier packages.

Prepares Human Resources forms such as absence reporting, or other forms as directed for approval by supervisor or manager.

Input and retrieve data using software such as PeopleSoft (as required), Excel and Legend Software as requested by supervisor or manager.

Participates in team monthly meetings and sub committees to regularly review business processes and procedures.

Order and maintain inventory control of office supplies within the approved budget limits for approval by supervisor or designate.

Open and close recreation facilities by following facility opening procedures, lock-up and alarm setting procedures.

May be required to send work orders to Facilities Help Desk.

Assists with hiring process of staff as required by setting up and scheduling of testing and interview times. Assists with the collection and completion of new hire paperwork.

Perform other duties as assigned which are directly related to the major responsibilities of the position.

Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

**QUALIFICATIONS**

1. Previous business office experience normally acquired through a combination of secretarial and administrative courses and relevant work experience. Experience in related recreation work environment preferred.

2. Demonstrated practical knowledge and sk

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