Facility Booking Coordinator

POSITION SUMMARY: Under the general supervision of the Sport & Community Development Supervisor performs administrative, accounting, and clerical functions for the Section. Key responsibilities include coordinating, maintaining, and participating in the booking of facilities for the Unit; ensuring ice time distribution adheres to the terms of the Ice Allotment Policy; providing technical direction and guidance to arena staff regarding the “Class Booking System”;

and performing all other administrative functions related to the Unit.

MAJOR RESPONSIBILITIES:

• Accepts registrations for facility rentals from user groups; distributes ice time in accordance with policy; prepares seasonal activity schedules for Divisional facilities and enters schedules into the system.
• Prepares and distributes rental contracts and verifies their return.
• Redistributes cancelled ice time to user groups.
• Liaises with user groups, concession operators, City departments, and general public regarding bookings, cancellations, account balances, arrears, and complaints.
• Answers telephone, fax machine, and counter inquiries; takes payments and issues receipts for ice and facility rentals.
• Verifies cash balance sheets and employee time details reports, making corrections as required.
• Verifies and applies payments to customer accounts from journal sheets in preparation of monthly invoicing; reconciles accounts and distributes customer invoices; follows up with user groups regarding non-payment of accounts.
• Performs daily updates of current account balances.
• Receives, documents, and maintains a record of inquiries and requests; maintains records and contact lists of facility user groups.
• Maintains and distributes tournament, special events, and daily events calendars; prepares and distributes public skating cancellation notices to arenas.
• Prepares and maintains financial and statistical reports.
• Receives, stamps, and distributes incoming mail.
• Orders, receives, and distributes forms and stationary supplies; maintains ticket inventory.
• Performs the duties of the Clerk Steno III/Receptionist during absences and breaks as needed.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/

Experience:

• Minimum secondary school graduation; and
• Post secondary courses in introductory accounting or bookkeeping; and
• One year of office experience; or
• Equivalent combination of education and experience.

Skills/Abilities:

• Must be at an intermediate skill level in keyboarding, word processing, and spreadsheet software
• Ability to communicate effectively and concisely
• Ability to deal with the general public in a courteous and tactful manner

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 2

SLGBTQ+ 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…