Facility Bookings Clerk (Richmond Hill, ON, CA, L4B 3P4)

Posting Id1461
DepartmentCommunity Services
DivisionRecreation and Culture Services
SectionMarketing and Administration 
Job GradeSEA35 Grade 03
Rate of Pay$52,374.00 – $61,594.00 Annual
Job TypeFull Time
Employee Group41442 
Replacement/New Position          Replacement
Posting TypeInternal and External
Posting Date05/03/2022 
Application Deadline05/17/2022 

Position Summary

Reporting to the Supervisor, Recreation Business Services 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

  • Receive and track client requests online, by email, telephone, fax, and in-person for long-term and short-term clients including requests for parks, halls, gyms, meeting rooms, arenas, sports fields, picnics, art exhibitions, equipment, third-party events and leagues
  • 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

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  • 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

Attention Internal Candidates:  All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.

We thank all candidates for their interest, however, only those under consideration will be contacted.

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.

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Please note, to be considered for a career opportunity at the City of Richmond Hill you must have received the full series of a COVID-19 vaccine approved by Health Canada (or the World Health Organization). You may also be required to receive any COVID-19 boosters recommended by public health authorities.  The City of Richmond Hill will consider cases requiring accommodation as stipulated by relevant employment standards legislation or regulation and/or the Ontario Human Rights Code.


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