Clerk/Cashier Receptionist

Clerk/Cashier Receptionist

(Public Works & Recreation Department)

Reporting to the Director of Public Works & Engineering, the Clerk/Cashier Receptionist provides frontline reception, customer service, cashiering, administrative, clerical, booking, and facility rental support for the District.

The position serves as an important point of contact for residents, community organizations, municipal staff, facility users, contractors, and other stakeholders. The Clerk/Cashier Receptionist responds to public inquiries, processes payments, maintains booking and event information, supports departmental payroll and time-entry processes, and provides general administrative assistance to Public Works & Recreation.

The position requires a high degree of accuracy, organization, confidentiality, professionalism, and customer service, as well as the ability to manage competing priorities and work independently within established policies and procedures.

DUTIES

Booking, Facility Rental and Event Services

• Provide frontline customer service and cashiering for facility, arena, equipment, storage, and other municipal bookings and rentals.
• Receive, process, post, and reconcile payments related to facility rentals, bookings, equipment, and other applicable fees.
• Respond to telephone, email, in-person, and online booking inquiries and provide information regarding facility availability, rental requirements, fees, policies, and procedures.
• Administer bookings and maintain accurate and up-to-date booking calendars and related records.
• Maintain the District’s events calendar and ensure information is accurate and updated in a timely manner.
• Review booking requests and ensure required documentation is complete.
• Ensure facility users have appropriate insurance coverage, signed contracts, permits, and other required documentation prior to use.
• Monitor insurance documentation and expiry dates and follow up on outstanding or expired documentation.
• Prepare and distribute invoices for bookings, rentals, storage, and other applicable charges for accounts receivable.
• Maintain storage schedules and prepare related invoices and documentation.
• Enter and maintain booking, rental, attendance, usage, and other required statistics.
• Assist with coordinating and preparing for upcoming events, including communicating applicable timelines, signage requirements, advertising deadlines, and other logistical information.
• Coordinate or communicate signage and advertising requirements and deadlines.
• Ensure municipal website content and approved external booking or information sites contain accurate and current facility and rental information.
• Communicate booking requirements, policies, fees, and other relevant information to customers and facility users.
• Identify and follow up on outstanding accounts and initiate customer contact regarding delinquent balances.

Campground Booking and Administration (During Off Season)

• Provide customer service and cashiering for campground reservations, fees, and related facility bookings.
• Receive, process, post, and reconcile campground payments and other applicable fees.
• Respond to general campground inquiries and online booking portal requests.
• Review and assess incoming campground reservations and make adjustments in accordance with established policies, procedures, and availability.
• Maintain campground reservation records and log customer service actions and follow-up requirements.
• Administer and update campground booking software, including rules, rates, availability, and other applicable settings.
• Review and maintain booking portal settings to ensure accurate and effective administration of reservations.
• Reconcile invoices against billable reservation reports and investigate discrepancies.
• Prepare year-end campground cash float declarations and other required financial or administrative documentation.
• Ensure campground information published on the District website, booking portal, and other approved external sites is accurate and current.
• Respond to customer issues and escalate unusual or complex matters to the appropriate supervisor when required.

Reception and Customer Service

• Provide professional, courteous, and efficient frontline reception services for the department.
• Receive and respond to inquiries from the public, staff, community organizations, contractors, elected officials, and other stakeholders by telephone, email, in person, and through other approved communication channels.
• Provide general information within the scope of the position and direct inquiries to the appropriate department, staff member, or external agency when required.
• Operate the municipal telephone system and other communication systems, including mobile radio equipment as required.
• Manage difficult, sensitive, or confidential customer interactions with tact, diplomacy, and professionalism.
• Receive and distribute internal and external mail, courier deliveries, and other correspondence.
• Coordinate courier and internal mail services, including sorting and distribution of received items.
• Maintain a professional, welcoming, safe, and organized reception and public service area.

Clerical and Administrative Support

• Prepare correspondence, letters, reports, forms, statistics, spreadsheets, presentations, notices, and other documents as required.
• Perform general administrative and clerical functions using Microsoft Office and other municipal software applications.
• Maintain accurate departmental files, records, databases, calendars, and electronic documentation in accordance with established records management practices.
• Code invoices and prepare documentation for approval and payment.
• Process departmental information using the District’s asset management system, CityReporter, booking systems, and other software applications.
• Process and maintain departmental employee time-entry and payroll-related records, ensuring information is accurate and submitted within required timelines.
• Assist with research, data collection, statistics, and the preparation of grant applications, supporting documentation, and grant reports.
• Prepare announcements, notices, and other approved content for the municipal website and approved social media platforms for approval.
• Update and maintain departmental procedure manuals, reference materials, forms, and operational documentation.
• Maintain current administrative and operational information to support consistent departmental practices.
• Assist with compiling information and preparing reports, summaries, and other materials for departmental use.
• Perform research and gather information from internal and external sources as required.

Cash Handling and Financial Administration

• Receive, process, post, and reconcile payments in accordance with District procedures.
• Maintain accurate cash-handling records and supporting documentation.
• Balance cash deposits and ensure deposits are completed within established deadlines for Accounts Receivable.
• Reconcile booking, campground, facility, and other applicable payment and invoice records.
• Identify discrepancies and bring unresolved financial matters to the attention of the appropriate supervisor.
• Maintain appropriate records relating to cash floats, deposits, payments, invoices, and reconciliations.
• Follow all established financial controls, cash-handling procedures, and authorization requirements.

Office and Departmental Support

• Monitor office supplies and maintain adequate inventory levels.
• Order and replenish office supplies and other consumables within established procedures and budgets.
• Maintain office equipment and coordinate servicing or repairs when required.
• Perform routine office equipment tasks, including replenishing paper and other consumables.
• Support the department with general administrative, clerical, and organizational requirements.
• Assist with the development, implementation, and maintenance of administrative procedures and systems.
• Perform other related duties consistent with the position and assigned by the supervisor.

SKILLS

• Exceptional customer service and interpersonal skills
• Demonstrated ability to perform clerical and basic accounting functions accurately and efficiently
• Ability to work independently and collaboratively in a team environment
• Knowledge of office procedures, filing systems, and cash handling practices
• Experience operating multiline telephone systems
• Proficiency in Microsoft Office applications including Excel, Word, and Outlook
• Strong organizational and time-management skills with the ability to meet deadlines
• Ability to complete reconciliations and calculations with accuracy and speed

• Ability to manage difficult or sensitive customer interactions professionally  
• Ability to maintain confidentiality and handle sensitive information
• Ability to learn new systems and software efficiently
• Ability to carry out research, analyze, and prepare information for reports and grant applications
• Strong written communication skills with the ability to prepare professional correspondence
• Demonstrated tact, diplomacy, and courtesy when dealing with elected officials, staff, and the public

• Willing to learn new processes, and skills that will contribute to departmental effectiveness

QUALIFICATIONS

• Completion of grade 12.
• A minimum of two years of directly related clerical, administrative, customer-service, cashiering, tourism, or municipal experience; or an equivalent combination of education, training, and experience.
• Previous experience working in a municipal government environment is preferred.
• Experience with cash handling, payment processing, and reconciliations is preferred.
• Experience preparing reports, statistics, correspondence, and/or grant applications is an asset.
• A valid Class 5 British Columbia driver's licence.
• A satisfactory driver's abstract.
• Successful completion of a Police Information Check (not required at time of application).

• Strong customer service experience is required;
• A clean driver’s abstract.

This is a 35 hour per week unionized position, at a rate of $34.28 per hour with a comprehensive benefits package.

The District is committed to diversity, equity and inclusion. We encourage applications from all qualified individuals.