Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
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Department:
Supervisor Title:
Finance & Facility Booking Agent
SO-381
1241
4
Athletics & Recreation
Assistant Director, Business Operations
Last Reviewed:
September 16, 2013
Job Purpose
Reporting to the Assistant Director, Business Operations, the Finance & Facility Booking Agent
provides financial and administrative services to support the effective, efficient and accurate
business operations of the department. This position also coordinates the booking of all indoor
and outdoor facilities operated by the Athletics Department, liaising with community
organizations and internal Trent Departments to provide exemplary customer service.
Key Activities
Facility Bookings;
1. Coordinates the facility booking process for the Athletics Department by working with
external groups (sport clubs, schools, other partners) and internal Trent departments to
gather booking information, requests for bookings, and arranging for multi-year booking
contracts.
2. Responds to inquiries from external groups and internal Trent departments on facility
use and rates, providing timely and exemplary customer service.
3. Enters all booking details into the Class system. Completes and executes appropriate
rental and booking agreements through the CLASS system, including full description of
intended use, set-up requirements, equipment, and additional staffing needs, etc.
4. Chairs a weekly Facility Booking meeting with Departmental staff to review upcoming
events and facility set-up requirements.
5. Works with internal program staff to plan proactively to avoid any double-bookings or
conflicts.
6. Contacts clients to make them aware of additional facility time that may become
available, to increase revenue generating opportunities.
7. Works with Departmental staff to ensure that all contracts for facility rentals are
executed and that invoicing for all rentals is prepared in a timely manner. Follows up
with rental groups regarding any changes to their contract or on any outstanding
receivables.
Job Number: SO-381
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Last updated: November 13, 2013
8. Acts as a CLASS Administrator for the facility booking function – records all payments
received; closes off past rentals; creates and maintains facility rental fees.
9. Works with the Assistant Director, Business Operations, and takes direction, to ensure
that the financial and business aspects of the financial booking system are maintained
accurately and in accordance with financial policies and timelines of the university (i.e.
year-end, etc.)
10. Prepares reports, as required, on facility use, revenue, etc.
Finance;
1. Receives and verifies invoices and requisitions for goods and services.
2. Prepares purchase requisitions for approval; sends originals to Finance Department for
processing.
3. Maintains accurate records for all accounts payable and vendors.
4. Verifies that transactions comply with University’s financial policies and procedures.
Brings any discrepancies to the attention of the staff member responsible or the
Assistant Director, Business Operations.
5. Prepares all Facility Rental Agreements and sends to user groups. Maintains an accurate
record of all contracts.
6. Utilizes CLASS system accounts receivable reports and develops a system to monitor
accounts receivables for facility rentals and follows up on overdue accounts.
7. Invoices accordingly for facility rentals and records payments in the CLASS system.
8. Prepares daily reconciliation of receivables (cash, cheques, point-of-sale) against the
CLASS system and prepares receivables files to transfer to the University’s Finance
Department.
9. Enters deposits into Datatel, as required.
10. Processes all refunds, assigning account codes and sending to Finance Department for
processing.
11. Manages the petty cash float for the office; prepares monthly reconciliation and
arranges for reimbursement to float.
12. Prepares bank deposits and arranges for delivery to university Finance Department
Administrative;
1. Provides input to the Assistant Director, Business Operations, into the development and
application of facility booking policies and procedures.
2. Provides interpretation of booking policies to other staff and customers.
3. Prepares reports and data on facility bookings, using the CLASS system.
4. Prepares correspondence, forms, presentations, etc. as required.
5. Maintains financial filing system according to university standards and manages
archiving of financial records.
6. Maintains inventory control as well as purchasing/ordering office supplies and office
equipment as required and within budgetary limits.
7. Coordinates and arranges for maintenance of office equipment such as photocopier, fax
machine, photocopier, printers, telephones, etc.
8. Opens, sorts, and distributes mail and faxes
9. Other duties and/or responsibilities, as required.
Customer Service;
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1. Provide superior service to both internal and external clients.
2. Respond to inquiries and deal with complaints by making appropriate decisions and/or
making recommendations to Assistant Director, Business Operations or other staff to
resolve issue.
3. Provide resource information regarding facility rentals and other programs and services
offered by the Athletics Centre.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
College Diploma (2 year).
Experience Required
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Minimum two years’ experience working in a customer-service oriented position.
Demonstrated experience and proficiency using CLASS computer software, Facility
Scheduling module.
Intermediate skills in the application of Microsoft Office Suite (Word, Excel,
PowerPoint).
Working knowledge of finance/purchasing procedures and sound accounting practices.
Experience in handling cash and other receivables and reconciling daily cash balances.
Excellent customer service skills with a desire to help meet the needs of customers.
Ability to deal with people in a firm, tactful and flexible manner and to act with sound
judgment when responding to complaints.
Excellent organizational skills. Ability to meet deadlines within constant changing
environment and within changing priorities.
Attention to detail and accuracy when performing mathematical calculations, preparing
data or accounting information to avoid any financial errors.
Demonstrated ability to work independently and as part of a team
Ability to work evenings and extended hours as needed.
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Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Job Number: SO-381
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Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Signature:
Date:
Immediate Supervisor:
Name (print):
Signature:
Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-381
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Last updated: November 13, 2013