Facility Bookings Clerk

Posting Id
- 2865
- Department
- Community Services
- Division
- Recreation and Culture Services
- Rate of Pay
- $29.85 -$35.11 Hourly
- Job Type
- Temporary Full Time
- Replacement/New Position
- Replacement
- Posting Type
- Internal and External
- Posting Date
- 01/22/2025
- Application Deadline
- 02/04/2025

**Position Summary**:
Reporting to the Coordinator, Facility Booking 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**:

- 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

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.