Perform support service duties in a fast paced, integrated office, including in-person and virtual/phone duties, using a people-centred approach
Provide clerical duties and support to the corporation, such as data entry, mail outs, setting up and attending meetings and appointments, booking rooms, scanning, etc.
Support the implementation of a new social housing administration software, including clean up and export of existing data, data entry, system testing, and developing expertise in system functionality for broader team support
Operate as a member of a team and provide client service coverage in the absence of other team members.
Support colleagues with large administrative tasks, such as annual review packages, monitoring and correctly directing tenant communications by email and through website to staff, supporting management of market rent applications and waitlist, etc.
Intake, review, and processing applications and forms from clients requiring assistance for housing services
Manage data entry into third party databases
Responsible for tenant communications, including TV monitors in building lobbies, physical notices in buildings, coordinating quarterly tenant newsletters, coordinating KLH website content, supporting tenant surveys and data collection for reporting.
Work collaboratively with maintenance and property management team to ensure tenant notices are delivered and documented, and support data entry of maintenance logs
Prepare tenant forms, letters, memos, meeting agendas and minutes, reports and correspondence as required, ensuring accuracy and completeness
Assist in implementation and maintenance of departmental records management
Assist in research and special projects as requested
File various division related documents on a regular basis, to ensure files are kept up-to-date, including coordination with finance staff
Occasional travel is required to attend meetings and trainings, including to KLH properties.
Frequent interactions with social housing tenants and support agencies
Perform other related duties as assigned
College Diploma or Post-Secondary training in Office Administration or a related field
Minimum 2 years of related experience, preferably in a municipal environment
Office experience in a social services environment is preferred
Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, and treat sensitive situations with appropriate degree of tact and discretion
Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
A strong understanding of trauma-informed practice and equity-based approaches
A strong appreciation of the role of KLH as a social housing provider and the clientele we serve
Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
Excellent written communication skills with attention to detail and accuracy
Excellent organizational and administrative skills with the ability to work independently and in a team environment
Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
Demonstrated ability to understand and abide by municipal policies and procedures
Demonstrated proficiency in Microsoft Office, the internet, and any other related software
Upon a conditional offer of employment, an acceptable Criminal Record Check will be required
