Facility Booking & Administration Clerk - Full-Time

Thunder Bay; Northwestern Ontario; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

The City of Thunder Bay is seeking an Administrative Clerk to support facility bookings, registrations, and general clerical duties. Under supervision, you will process bookings in the Perfect Mind Registration System, prepare rental contracts, monitor payments, and assist with program registration and event coordination.

Qualifications include a secondary school diploma with accounting or bookkeeping courses, strong numeracy, keyboarding and word processing skills, and excellent customer

Qualifications

• Secondary school diploma or equivalent.
• Post-secondary courses in accounting or bookkeeping.
• Equivalent combination of education and experience.

Responsibilities

• Process bookings for recreation facilities in Perfect Mind.
• Prepare and distribute rental contracts; monitor payments.
• Process Pro Kids applications into software.
• Apply facility allocation policies approved by Council/department.
• Assist Facility Booking Co-ordinator as needed.
• Maintain event database and distribute information.
• Participate in program registration and related activities.
• Perform clerical duties: mail, files, memos, proofreading, photocopying.
• Liaise with user groups, City Departments and the public.
• Assist in advertising and customer inquiries.
• Attend meetings; record and distribute minutes; archiving.
• Other related duties as assigned.

Skills

Basic math

Keyboarding

Word processing

Spreadsheet

Customer service

Education

Secondary school diploma

Accounting or bookkeeping courses

Equivalent education/experience

Tools

Perfect Mind registration software

Job description

POSITION SUMMARY

Under the general supervision of the Supervisor, performs administrative, accounting, facility booking and clerical functions. Key responsibilities include coordinating, maintaining and participating in the booking of facilities and program registration.

MAJOR RESPONSIBILITIES

• Processes bookings for recreation facilities and enters into the Perfect Mind Registration System.
• Prepares and distributes rental contracts and verifies and monitors payments to customer accounts.
• Processes & enters Pro Kids applications into the Pro Kids software.
• Applies and administers Council/departmental approved facility allocation policies.
• Provides assistance and back up to the Facility Booking Co-ordinator.
• Maintains and updates special event database and co-ordinates distribution of event information to all parties.
• Participates and supports program registration.
• Performs general clerical duties, including but not limited to processing mail and mail outs, maintaining files, records, contact lists, and office supplies, keying memos and letters, proofreading, editing, and photocopying.
• Liaises with user groups, City Departments, and general public regarding bookings, cancellations, account balances, arrears and complaints.
• Participates in the preparation and assembly of advertising.
• Provides customer service by receiving telephone and walk-in inquiries, provides appropriate responses or directs inquiries to the proper party.
• Attends, records, transcribes, and distributes minute of meetings.
• Transfers files to and retrieves files from Archives, as required.
• Performs such other related duties as may be assigned.

QUALIFICATIONS

Education/Experience

• Minimum secondary school graduation; and
• Post Secondary courses in accounting or book keeping; or
• Equivalent combination of education and experience

Skills/Abilities

• Ability to accurately perform basic mathematical calculations
• Must be at a basic skill level in keyboarding, and at an intermediate skill level in word processing and spreadsheet software
• Must possess excellent customer service skills together with the ability to deal with the public in a tactful and courteous manner

Assets

• Knowledge of Perfect Mind registration software

CONDITIONS OF EMPLOYMENT

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE

It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression.Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant.If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION

Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY

Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: [phone]

The City of Thunder Bay providesexceptional quality of life to those wholive, work, and play in Thunder Bay–a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay isrich in people and resources, and connects Northwestern Ontario to the world. We value ourhigh quality of lifeand promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

Watch this video to learn more about our City at: