Position Summary
The Data Entry Clerk – Recreation Systems, is reponsible for providing support in maintaining, updating and maximizing the use of the ActiveNet recreation software solution, as well as providing administrative support to the Recreation Systems Analyst/ActiveNet Administrator.
Key Duties and Responsibilities
Provide support in order to update, maintain and maximize the use of the ActiveNet recreation software solution, including the following:
Develop, update and validate ActiveNet documentation and entries
Prepare statistical analysis and reports quarterly, annually and on an as needed basis
Perform all necessary credit/debit reconciliations
Provide administrative support to the Recreation Systems Analyst/ActiveNet Administrator:
Prepare a variety of documentation, statistical information and correspondence using MS Office Suite
Photocopy, prepare and compile documents (staff manuals, user guides, etc.)
Book Meetings
Take minutes at meetings and distribute those minutes to meeting attendees
Conduct research, provide a summary analysis and compile results. Organize and maintain files as required
Respond to, and forward as necessary, email inquiries received in the Recreation & Culture Division’s generic email
Receive and process payment for activity registrations, membership registrations, facility reservations, and event revenues using the ActiveNet Point of Sale module
Duties and Responsibilities Cont’d (if applicable)
Utilize the ActiveNet Activity Registration and Facility Reservation modules as required, including the following:
Input activity registrations, membership registrations and facility reservations as required
Handle customer registration inquiries including looking up participant registration information
Update client account information, including email addresses for the ActiveRH online registration system
Complete participant transfers and withdrawals as required
Customer Service/Reception Services
Greet customers and maintain excellent customer service at all times
Respond to enquiries from staff and patrons in a professional and courteous manner
Perform telephone answering services by responding to enquiries and referring calls to other staff and departments
Listen to and respond to or forward voicemail messages left in the main reception mailbox, as required
Be familiar with, provide access to, and monitor inventory of marketing materials including the Community Recreation Guide
Assist in program follow-up calls as required
Education and Experience
High School Diploma
Standard First Aid and C.P.R. Certificate
Additional courses in Office Administration, Secretarial Studies or related discipline
1 year related administrative experience
Required Skills/Knowledge
Team player with excellent demonstrated leadership, coaching, mentoring and communication skills, you have the ability to deal effectively and courteously with both internal and external clients.
Strong leadership and decision making skills
Proven analytical, interpersonal and customer service skills
Strong organizational skills, and the ability to manage and prioritize multiple tasks
Must be creative, resourceful and take initiative to perform under general direction and to inspire others
Knowledgeable in specific computer applications, including: Microsoft Office and ActiveNet modules
Ability to reconcile competing requests with tact, diplomacy, political awareness and customer service in mind
Ability to work flexible hours to attend community meetings, troubleshoot permit issues and meet peak period deadlines as required
Must possess a valid Ontario Class “G” Driver’s Licence and have access to a vehicle for corporate business (mileage compensated)
Leadership Competencies
Builds people and culture
Cultivates open communication
Demonstrates personal leadership
Navigates and leads through complexity and change
Shapes the future
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.
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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