Job Description

JOB SUMMARY:

Reporting to the Regional Director of the Central & Southern Interior, the Administrative Assistant is responsible for assisting with administrative human resource and affordable housing duties within the agency. The Administrative Assistant is responsible for general office tasks and administrative duties, such as directing communications, organizing schedules and events, entering data, and maintaining office equipment.

KEY DUTIES & RESPONSIBILITIES:

Human Resources Support:

Posting external job postings, scheduling interviews, and conducting reference checks. Managing all administrative tasks on orientation days and related activities. Assist in the preparation and collation of disciplinary documentation. Assist with investigations and related research.
BC Housing Coordination:

Enter tenant information for affordable housing and transitional housing into Housing Connections Affordable Housing - Conduct bi-monthly overviews of Housing Connections and request documents from tenants for outstanding temporary rent reviews. Affordable Housing - Ensure all documents for BC Housing are correctly submitted by tenants, with follow-ups as needed. Affordable Housing - Support the preparation and execution of annual income and asset reviews for each tenant to ensure compliance with the BC Housing.
Document Management:

Ensuring the timely uploading and updating of digital files onto OneDrive for all documents related to affordable housing and tenancies. Ensure tenant documents and lease-related items are updated in Buildium as changes occur. Enter tenant rent and program fees into the accounting software Ensure tenant arrears reports are sent to Managers and Program Coordinators for collection follow-up.
Administrative Support:

Assisting management with meeting minutes and action item reports Assisting management with Sling staff scheduling system Complete checklists and schedules for weekly, monthly, and yearly tasks for sites. Assist with special projects from an administrative perspective. Assist with Site Manager administrative duties such as monitoring site supply and maintenance channels while managers are on vacation. Affordable Housing - Maintain lists of tenants and occupants aging out in family housing and track youth being added to leases. Affordable Housing - Onboard new leases within developments, including new tenancies and inspections.
Inspection Coordination and Notices:

Affordable Housing - Prepare documentation, scheduling, and communication for bi-annual/quarterly unit inspections. Affordable Housing - Coordinate and schedule annual inspections at sites. Coordinate with maintenance a running list of annual deficiencies to submit for future maintenance planning.
Tenant Communications (Affordable Housing Only):

Distribute information to tenants and provide reminders about processes. Issue notices of entry and inspection notices. Communicate with tenant inquiries on accessing the correct pathways to addressing their needs (ie. locating incident report forms and filing maintenance requests.) Manage general inquiries and filter communications. Compile a list of communications requiring response and triage appropriately for management.
Lease Violation Management (Affordable Housing Only):

Act as secondary witness to management in serving lease violations and eviction notices as required.
Maintenance Coordination (Affordable Housing Only):

Follow up on maintenance requests and update tenants on the status once approved by management.
Application Assistance (Affordable Housing Only):

Assist in the initial screening and document collection for new tenant applications. Review rental applications from Buildium, set up interviews, and connect with Turning Points HPP/HOP to determine the housing needs of program participants. Filter appropriate tenants for suitable sites.

Education and Knowledge:

Diploma in either business administration, human resource management or human services; or an equivalent combination of education, training, and experience. 2 years related experience. Proficiency in using property management software such as Buildium. Knowledge of BC Housing regulations and compliance requirements. Strong computer skills. Ability to be trained in the organization's utilized application programming interfaces (APIs). ShareVision, Buildium, Housing Connections, HIFIS, Sling, Accounting Software, Microsoft APIs Proficiency in systems organization. Availability for approximately 20 hours per week for affordable housing tasks and 20 hours per week regional administrative tasks to support outreach, shelter and transitional housing. This is an excluded position

Required Training:

Occupational First Aid Level 1. Basic First Aid & CPR certification. Food Safe certification. Managing Hostile Interactions training. Naloxone administration training. Valid BC Driver's Licence (class 5 or higher).

About us

Turning Points Collaborative Society provides outreach, shelter services and various housing options for vulnerable people experiencing, or at risk of experiencing, homelessness in the Okanagan. We also offer employment programs, addictions recovery programs and affordable housing options. We believe in the inherent dignity of the people we serve and seek to support them as the experts in their own lives.

Our greatest strength is our people!

At Turning Points, we're committed to building community, helping people and giving them all the tools they need to succeed. To do that, we need a great team of people who share our values, have excellent interpersonal skills and like helping others.

What we offer:

Meaningful work where you'll make a difference in peoples' lives

Supportive work environments

Competitive compensation packages

Opportunities for professional growth

Diversity matters.

At Turning Points, diversity and inclusion are more than just words to us; they're principles that drive us as an organization. Our programs support people from various backgrounds, orientations, and ethnicities, and it's vital that our staff reflects that same diversity. What's more, lived experience is a powerful tool to help those facing marginalization and oppression, and varied perspectives help generate better ideas to provide better service. For these reasons, we strongly encourage applications from the following underrepresented groups:

BIPOC (Black, Indigenous and People of Colour) Multilingual Trans, Two-Spirit, and Gender Expansive LGBQ+
Job Types: Full-time, Permanent

Pay: $27.45-$30.03 per hour

Expected hours: 40 per week

Benefits:

Dental care Employee assistance program Extended health care
Work Location: In person