Job Id #30225: Museum Operations Clerk

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 kilometers 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 ID #30225: Museum Operations Clerk**:

- **Union**: CUPE Local 5167
- **Job Description ID #**:6187
- **Duration**:Temporary part-time (Up to 18 months)

**SUMMARY OF DUTIES**

Reports to Curatorial Assistant at assigned site. Provides administrative and clerical support for the daily operations of the Culture sites and facilities.

**GENERAL DUTIES**

Works to resolve customer service issues to foster and support customer relations. Answers and responds to routine inquiries from the public and internal City staff. Refers escalated inquiries, requests, complaints and concerns to appropriate supervisor to follow up.

Conducts site visits with potential clients (tours, rentals and grounds use) and assists with the orientation of the site during special events.

Creates client bookings using both front and back of house components of Legend Software System. Generates and forwards confirmations, invoices and museum policies relevant to event type. Processes payments.

Assists with the daily cash management of the museums with training, float maintenance, bank deposits/ brinks pick ups, refunds, cheque requisitions and petty cash while ensuring compliance within Divisional and Corporate guidelines. Discrepancies are reported to supervisor for follow-up.

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

Reviews outstanding revenue report and follows-up with customers to ensure accounts are in good standing.

Maintains a working knowledge of City policies around: cash handling, municipal alcohol, and museum use.

Operates equipment such as photocopier, POS terminal and computer.

Sets up and maintains a filing system for correspondence and financial records for Culture facilities, reports and documents in accordance with divisional procedures.

Assists in gift shop processing sales, following cash handling policy and reconciling deposit using Legend Software System. Reviews and maintains inventory accuracy and assists with year end inventory counts and reconciliations.

Schedules appointments and arranges meetings. Takes and transcribes minutes.

Maintains security of buildings and artifacts, and opens and closes facilities following lock up and alarm setting procedures

Acts as back up for Administrator Museum Operations to support with Legend configuration, online ticketing, troubleshooting and with use of scheduling software.

Supports Administrator Museum Operations with custom report creation and dashboard maintenance.

Assists with creating and maintaining updated manuals, resources, training guides and SOPs.

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

Attends enrichment sessions including the annual orientation and training days.

Works 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.

Performs other duties as assigned which are related to the major responsibilities of the job.

**QUALIFICATIONS**
- Previous business office experience normally acquired through a combination of secretarial and administrative courses and relevant work experience. Experience in related culture work environment preferred.
- Must possess excellent interpersonal, communication and customer service skills and the ability to relate the general public with tact and professionalism. Ability to recognize the value of extraordinary customer service.
- Demonstrated ability to work independently and as part of a team demonstrating strong time management and organizational skills. Must possess the ability to manage competing priorities and timelines.
- Experience with of cash handling and financial accounting concepts gained through previous experience handling large amounts of cash, processing revenue distribution statements and bank deposits.
- Previous experience reconciling and processing invoices and accounts payable utilizing computer database with attention to detail and accuracy.
- Ability to input, retrieve and compile financial and statistical data for further analysis using appropriate software systems (Excel, PeopleSoft, Word reports).
- Working knowledge of museum business considered an asset.

**Disclaimer**:
**Terms**:
The City is an equal o