Allocations Clerk, Regular Full-time
Top Benefits
About the role
POSITION TITLE:
DEPARTMENT:
DATE:
SALARY:
ALLOCATIONS CLERK
COMMUNITY SERVICES
JULY 2025
$44.44 per hour, as per BCGEU Collective Agreement
NATURE OF WORK
Under the direction of the Program and Services Manager, or designate, the Allocations Clerk will provide barrier-free client service. They provide a one-stop source for high-quality and accessible municipal services in response to the needs of the client. This position requires varied applications of accounts receivable, billing, and maintenance of software programs used for registration, facility booking, and financial transactions. The Allocations Clerk must be able to work flexible hours, including weekends and evenings, to be present during high-volume booking times or during large events.
SUPERVISION RECEIVED
Works under the supervision of the Program and Services Manager, or designate, depending on operational requirements. Often works under limited supervision and direction.
SUPERVISION EXERCISED
Facilitates the training and development of employees, including Customer Service Representatives, Visitor Information Counsellors, volunteers, and/or contracted workers. Assists in the evaluation and hiring of new or potential employees within the department.
KEY RESPONSIBILITIES
-
Coordinate the completion of facility booking applications, agreements, and contracts, and administer the special events permit application process.
-
Maintain constant and direct communication with the Facilities and Parks departments when scheduling and organizing user schedules and events.
-
Perform the seasonal allocations of recreation facilities, including ice rinks, the speed skating oval, soccer pitch, fitness facilities, meeting rooms, outdoor fields, and parks.
-
Develop and maintain seasonal contracts for user groups and school districts.
-
Provide a single point of contact for telephone and walk-in clients, giving them access to recreation facilities and municipal services. Lead the client through the booking process and provide general information as needed.
-
Interpret City bylaws, policies, and procedures throughout the client’s booking or service request process.
-
Liaise with the appropriate City departments to ensure a complete and timely response as required.
-
Receive applications related to a variety of products and services, verify completeness, and process them in full. Accept all applications and plan for the purpose of processing booking contracts and special event permits. Ensure applications are complete and accurate, that supporting documents are in order, and that the appropriate fees have been paid.
-
Enter data accurately into the facility management software used for registration, booking, and finance.
-
Coordinate, schedule, and maintain related records and statistics for bookings and services. Provide reports to the Program and Services Manager and Director of Community Services as required.
-
May perform duties of the Customer Service Representative or Administrative Assistant as required. This may include taking payments, preparing receipts, processing cash receipt summaries, and daily deposits.
-
Reconcile payment transactions with respect to citywide facility rentals, bookings, and recreation program registrations.
-
Ensure inquiries and responses are dealt with accurately.
-
Collaborate with staff across City departments, other municipalities, government agencies, or external organizations to address client service requests. Ensure that responses are prompt, professional, efficient, and aligned with departmental requirements.
-
Participate in initiatives for product and service development delivered within the City, such as merchandise, publications, and brochures.
-
Ensure compliance with applicable policies and procedures, and licensing and/or safety regulations and standards related to the services provided.
-
Report immediately to the designated supervisor all accidents or injuries and activate emergency procedures as required. Detect and report observed hazardous conditions, practices, and behaviours in the workplace.
-
Promote good relations with participants, media, and outside organizations.
-
Take reasonable care to protect the health and safety of themselves and others who may be affected by their acts or omissions at work. Properly wear protective clothing, devices and equipment provided, and ensure hazards are immediately reported to supervisors. Comply with the City of Fort St. John’s Occupational Health and Safety program and all applicable policies and procedures.
-
Ensure that all WorkSafeBC and other legislative safety requirements are met.
-
Review all accidents and incidents and recommend changes necessary to ensure a safe work environment for all staff and participants.
-
Provide safety orientations for new employees and deliver safety crew talks and tailgate meetings for fieldwork as required.
-
Perform other related duties as assigned.
PERFORMANCE FACTORS
-
Knowledge, Ability and Skills
-
Customer Service
-
Quantity of Work
-
Cooperation
-
Reliability
-
Attendance and Punctuality
-
Compliance
-
Health & Safety
REQUIRED QUALIFICATIONS, KNOWLEDGE, ABILITY, AND SKILL
-
Diploma (2-year program) in office administration, business management, finance, or an undergraduate degree in a related field.
-
Minimum 2 years’ municipal experience in a related field.
-
Management Skills for Supervisors certificate or equivalent; or minimum 3 years’ experience at a mid-line supervisory level.
-
Additional knowledge of tourism, recreation, and sport are considered an asset.
-
Valid Standard First Aid with CPR-C or ability to obtain prior to employment.
-
Valid BC Class 5 Driver’s License.
-
Ability to pass and maintain a Police Information Check with Vulnerable Sector screening.
-
Proficient in Microsoft Office Suite programs, as demonstrated through testing (70% pass rate required); and in applicable departmental software programs, including booking software.
-
Knowledgeable in City organizational structure, services, and location of services and personnel.
-
Knowledgeable in Recreation Department operations including bylaws, policies, services, and functions.
-
Knowledge and ability to apply municipal bylaws, policies, procedures, delivery mechanisms, and computer programs related to products and services within the department.
-
Detailed knowledge of cash handling procedures, including the operation of Point-of-Sale systems, balancing cash, and preparation of daily deposits.
-
Detailed knowledge of facilities, services, products, and software programs within the department, with demonstrable ability and superior skills to receive, fully process, deliver, sell, and provide detailed information to clients.
-
Ability to maintain good working relationships with other City personnel and the public.
-
Capable of working independently and/or with a team to manage projects and events.
-
Exceptional customer service skills coupled with formal customer service training.
-
Working knowledge of related legislation and regulations; ability to exercise sound judgement in interpretation and application of related regulations, policies, and procedures.
-
Demonstrated ability to perform duties in a rapidly changing environment.
TOOLS AND EQUIPMENT USED
Computers, printers, photocopiers, telephones, and other office and electronic equipment. Activity-related equipment, such as sports, fitness, and exercise equipment.
PHYSICAL DEMANDS
This position may involve lifting, climbing, walking, prolonged standing or sitting, extended computer use, and lifting and/or moving items weighing up to 25 lbs.
GENERAL
Formal application, evaluation of education and experience, oral interview, reference check, Police Information Check with Vulnerable Sector screening, and other job-related tests may be required.
The duties listed above are intended only as examples of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if they are similar, related, or logical assignments to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
This is a position in the BC General Employees’ Union.
Allocations Clerk, Regular Full-time
Top Benefits
About the role
POSITION TITLE:
DEPARTMENT:
DATE:
SALARY:
ALLOCATIONS CLERK
COMMUNITY SERVICES
JULY 2025
$44.44 per hour, as per BCGEU Collective Agreement
NATURE OF WORK
Under the direction of the Program and Services Manager, or designate, the Allocations Clerk will provide barrier-free client service. They provide a one-stop source for high-quality and accessible municipal services in response to the needs of the client. This position requires varied applications of accounts receivable, billing, and maintenance of software programs used for registration, facility booking, and financial transactions. The Allocations Clerk must be able to work flexible hours, including weekends and evenings, to be present during high-volume booking times or during large events.
SUPERVISION RECEIVED
Works under the supervision of the Program and Services Manager, or designate, depending on operational requirements. Often works under limited supervision and direction.
SUPERVISION EXERCISED
Facilitates the training and development of employees, including Customer Service Representatives, Visitor Information Counsellors, volunteers, and/or contracted workers. Assists in the evaluation and hiring of new or potential employees within the department.
KEY RESPONSIBILITIES
-
Coordinate the completion of facility booking applications, agreements, and contracts, and administer the special events permit application process.
-
Maintain constant and direct communication with the Facilities and Parks departments when scheduling and organizing user schedules and events.
-
Perform the seasonal allocations of recreation facilities, including ice rinks, the speed skating oval, soccer pitch, fitness facilities, meeting rooms, outdoor fields, and parks.
-
Develop and maintain seasonal contracts for user groups and school districts.
-
Provide a single point of contact for telephone and walk-in clients, giving them access to recreation facilities and municipal services. Lead the client through the booking process and provide general information as needed.
-
Interpret City bylaws, policies, and procedures throughout the client’s booking or service request process.
-
Liaise with the appropriate City departments to ensure a complete and timely response as required.
-
Receive applications related to a variety of products and services, verify completeness, and process them in full. Accept all applications and plan for the purpose of processing booking contracts and special event permits. Ensure applications are complete and accurate, that supporting documents are in order, and that the appropriate fees have been paid.
-
Enter data accurately into the facility management software used for registration, booking, and finance.
-
Coordinate, schedule, and maintain related records and statistics for bookings and services. Provide reports to the Program and Services Manager and Director of Community Services as required.
-
May perform duties of the Customer Service Representative or Administrative Assistant as required. This may include taking payments, preparing receipts, processing cash receipt summaries, and daily deposits.
-
Reconcile payment transactions with respect to citywide facility rentals, bookings, and recreation program registrations.
-
Ensure inquiries and responses are dealt with accurately.
-
Collaborate with staff across City departments, other municipalities, government agencies, or external organizations to address client service requests. Ensure that responses are prompt, professional, efficient, and aligned with departmental requirements.
-
Participate in initiatives for product and service development delivered within the City, such as merchandise, publications, and brochures.
-
Ensure compliance with applicable policies and procedures, and licensing and/or safety regulations and standards related to the services provided.
-
Report immediately to the designated supervisor all accidents or injuries and activate emergency procedures as required. Detect and report observed hazardous conditions, practices, and behaviours in the workplace.
-
Promote good relations with participants, media, and outside organizations.
-
Take reasonable care to protect the health and safety of themselves and others who may be affected by their acts or omissions at work. Properly wear protective clothing, devices and equipment provided, and ensure hazards are immediately reported to supervisors. Comply with the City of Fort St. John’s Occupational Health and Safety program and all applicable policies and procedures.
-
Ensure that all WorkSafeBC and other legislative safety requirements are met.
-
Review all accidents and incidents and recommend changes necessary to ensure a safe work environment for all staff and participants.
-
Provide safety orientations for new employees and deliver safety crew talks and tailgate meetings for fieldwork as required.
-
Perform other related duties as assigned.
PERFORMANCE FACTORS
-
Knowledge, Ability and Skills
-
Customer Service
-
Quantity of Work
-
Cooperation
-
Reliability
-
Attendance and Punctuality
-
Compliance
-
Health & Safety
REQUIRED QUALIFICATIONS, KNOWLEDGE, ABILITY, AND SKILL
-
Diploma (2-year program) in office administration, business management, finance, or an undergraduate degree in a related field.
-
Minimum 2 years’ municipal experience in a related field.
-
Management Skills for Supervisors certificate or equivalent; or minimum 3 years’ experience at a mid-line supervisory level.
-
Additional knowledge of tourism, recreation, and sport are considered an asset.
-
Valid Standard First Aid with CPR-C or ability to obtain prior to employment.
-
Valid BC Class 5 Driver’s License.
-
Ability to pass and maintain a Police Information Check with Vulnerable Sector screening.
-
Proficient in Microsoft Office Suite programs, as demonstrated through testing (70% pass rate required); and in applicable departmental software programs, including booking software.
-
Knowledgeable in City organizational structure, services, and location of services and personnel.
-
Knowledgeable in Recreation Department operations including bylaws, policies, services, and functions.
-
Knowledge and ability to apply municipal bylaws, policies, procedures, delivery mechanisms, and computer programs related to products and services within the department.
-
Detailed knowledge of cash handling procedures, including the operation of Point-of-Sale systems, balancing cash, and preparation of daily deposits.
-
Detailed knowledge of facilities, services, products, and software programs within the department, with demonstrable ability and superior skills to receive, fully process, deliver, sell, and provide detailed information to clients.
-
Ability to maintain good working relationships with other City personnel and the public.
-
Capable of working independently and/or with a team to manage projects and events.
-
Exceptional customer service skills coupled with formal customer service training.
-
Working knowledge of related legislation and regulations; ability to exercise sound judgement in interpretation and application of related regulations, policies, and procedures.
-
Demonstrated ability to perform duties in a rapidly changing environment.
TOOLS AND EQUIPMENT USED
Computers, printers, photocopiers, telephones, and other office and electronic equipment. Activity-related equipment, such as sports, fitness, and exercise equipment.
PHYSICAL DEMANDS
This position may involve lifting, climbing, walking, prolonged standing or sitting, extended computer use, and lifting and/or moving items weighing up to 25 lbs.
GENERAL
Formal application, evaluation of education and experience, oral interview, reference check, Police Information Check with Vulnerable Sector screening, and other job-related tests may be required.
The duties listed above are intended only as examples of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if they are similar, related, or logical assignments to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
This is a position in the BC General Employees’ Union.