Job ID #31372: Recreation Support Clerk

Recreation Support 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

Reporting to the Supervisor, Customer Support Services, or Project Manager, Special Event Planning. The Recreation Support Clerk provides clerical support for the daily operations of recreation facilities, rental administration, and service desks within assigned portfolio/district.

General duties include:

• 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 facility/site 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 full-time reception staff as required.
• Supports the membership/rental/registration processes and procedures for assigned district/portfolio.
• 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/portfolio 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 or area of responsibility within district/portfolio. 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/portfolio for supervisor review and approval. Reports issues and concerns to supervisor.
• Inputs and retrieves 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.
• Orders and maintains inventory control of office supplies within the approved budget limits for approval by supervisor or designate.
• Opens and closes 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.
• 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 directly related to the major responsibilities of the position.

Qualifications include:

• Previous business office experience normally acquired through a combination of secretarial and administrative courses and relevant work experience. Experience in a related recreation work environment preferred.
• Demonstrated practical knowledge and skill relating to the management of an office environment. Must have good knowledge of business English and office procedures.
• 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.
• Possesses excellent verbal and written communication skills with the ability to clarify City procedures and policies to the public.
• Must have a demonstrated proficiency in the use and knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and database software such as Xplor.
• Knowledge and experience working with PeopleSoft is a definite asset.
• Ability to input data accurately at an acceptable speed (i.e. 50 wpm).
• Must be able to read and write English and perform simple arithmetic and fill in simple reports/logs. Ability to use decimals and fractions.
• Must possess excellent interpersonal, communication, and customer service skills and the ability to relate to staff, peers, and the general public with tact and professionalism. Ability to recognize the value of extraordinary customer service.
• Ability to input, retrieve, and compile financial and statistical data for further analysis using appropriate software systems (i.e. Excel, PeopleSoft, Word reports).
• Demonstrated ability to balance financial transactions in a deadline-oriented environment.
• Must be able to communicate effectively in both written and verbal form.
• Must be flexible in work schedules and available to work rotating shifts such as days, evenings, weekends, and holidays as required.
• Current and maintain Standard First Aid with CPR-C.
• Must have a valid class "G" Driver's Licence.

This position requires a valid class "G" driver's license and proof thereof is required after hire.

Hours: 35 per week.

Note: May be required to travel between recreation facilities/sites during any given work day. The incumbent shall comply with all health and safety policies and practices for this position and the workplace.

Disclaimer: Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms: The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.