Job Description

Under the supervision of the Tenant Services Manager, this position is responsible for providing a wide range of administrative and clerical support services required in the day-to-day management of social housing portfolios.

Qualifications

STANDARD SPECIFICATIONS*: Requirements are representative of minimum levels of education, knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Education

Essential:

Post-secondary diploma in Community Development, Social Work (SSW, BSW), Sociology, Addictions Counselling, and/or another related HumanServices field is required RGI Certification is an asset First-Aid certification is an asset Possess a valid Ontario drivers licence and a reliable vehicle Must pass vulnerable sector screening

Knowledge

Essential:

No experience required Experience with clerical and administrative duties Knowledge of various Housing Programs and legislation including: Residential Tenancies Act, Occupational Health & Safety Act, Eviction Prevention Policy, the Human Rights Code, HSA, AODA etc. Basic keyboarding and word-processing skills Advanced knowledge of Microsoft Office, particularly Word Working knowledge of property management and/or case management software Working knowledge of office equipment; phone, printer/photocopier/scanner, fax machine, etc. Demonstrated experience in preparing routine correspondence, memoranda and reports. Demonstrated initiative in responding to challenging situations and must be able to organize, prioritize, and manage a heavy and constant workload

Skills and Abilities

Essential:

Excellent interpersonal and communication (written & verbal) skills required to interact with tenants, applicants, staff, tenant representatives, external agencies and the general public Ability to communicate effectively with a diverse tenant population in difficult situations and possess skills required to handle problems effectively in response to complaints and request for services Ability to recognize situations that require intervention and refer to the appropriate staff/agency for follow-up Demonstrates a commitment to providing a high level of tenant/customer service and respecting diverse cultures. Excellent administrative and organizational skills with the ability to multi-task Ability to type and write letters, reports, etc. using proper format, grammar and spelling Ability to make calculations accurately and working knowledge of financial procedures Ability to use various software packages that support business practices Ability to learn and apply marketing techniques to meet local vacancy needs Ability to meet deadlines with conflicting priorities Ability to work independently as well as part of a team Ability to work evenings and/or weekends as required Ability to travel to various Barrie Housing work locations

MAJOR DUTIES AND RESPONSIBILITIES:

Housing Support Duties

1.

Responsible for actively supporting and promoting successful tenancies by connecting, supporting and engaging tenants.

2.

Handles tenant complaints.

3.

Matches prospective tenants and transfers with vacant units, according to internal transfer policy and procedure, and offers units in collaboration with the housing team.

4.

Conducts leasing interviews in accordance with policies and procedures using the centralized RGI wait list, when required.

5.

Processes RGI calculations (i.e. move-ins and change of income), as required.

6.

Assists the Tenant Services Manager to coordinate tenant legal processes including initiating termination notices for tenant arrears/breaches of Residential Tenancies Act (RTA).

7.

In collaboration with the Tenant Services Manager monitors repayment agreements and follows through on next steps when necessary.

8.

Collects rental arrears and attends Landlord and Tenant Board as required.

9.

Performs rent assessments (in accordance with HSA guidelines) for review by the Housing Manager and once approved, advises tenants.

10.

Prepares landlord/tenant notices and submits notices to Tenant Services Manager for review and approval.

11.

Sends over housed/under housed notices.

12.

Maintains internal transfer list.

13.

Performs annual unit inspections.

14.

Maintains effective relationships with external agencies, neighbors, social groups, tenant leaders and elected tenant representatives.

15.

Provides services to a diverse community respecting Barrie Housing's policies and procedures including: Anti-Discriminatory, Human Rights and Fair Access, Code of Conduct and Conflict of Interest. etc.

16.

Participates in community development activities, initiatives and outreach to relevant groups including cultural, racial, sexually diverse, special needs, mental health and homeless groups.

17.

Liaises with other Barrie Housing staff, tenants and communities on community health issues and participates in tenant meetings as required.

18.

Other duties as assigned.

Administrative Duties

19.

Prepares a variety of routine correspondence and reports; examples include tenant complaints, 24-hour access letters, move out acknowledgements, confirmation of tenancy, tenant charge letters, Housing
Services Act (HSA) letters, etc.

20.

Responds and resolves telephone, counter and mail inquiries on a wide range of tenancy matters including, but not limited to, rental accounts, parking, legal matters, transfers, maintenance issues etc.

21.

Maintains an effective electronic and manual record keeping system for business practices including tenant files, accounts payable documents, HSA documents and RTA legal documents, etc.

22.

Prepares and signs leases; showing vacant units as required.

23.

Conducts reviews sends out reviews, processes reviews and conducts follow-ups, daily.

24.

Utilizes relevant computer systems as an essential job tool.

25.

Attends meetings as required.

26.

Performs other related duties as assigned.

Responsibility for Health and Safety

For specific H&S responsibilities please refer to the Health & Safety Handbook.

Responsibility for Decision Making

Handles tenant issues and concerns. Determines tasks required to complete unit turnovers. Liaises with local law enforcement when necessary. Determines when intervention is required (i.e. evictions, cases of illegal activity, hoarding, neglect, mental health, etc.). Determines when to proceed with LTB notices in collaboration with Housing Manager. Determines when to start the legal process for arrears or antisocial behavior.

Mental Effort

This position requires a high level of concentration. Handles tenant complaints and issues, daily. Responds to inquiries, daily. Handles socially sensitive matters including mental illness, addictions, poverty, etc. Monitors company phone calls and emails, daily. Conducts rent calculations, daily. Produces arrears report, monthly. Drafts legal notices, monthly. Handles parking violations

Physical Effort

Sits for long periods of time. Frequently typing on the computer. Operates printer, copier and fax machine. Walks through buildings and units when required. Light lifting of files, paperwork, etc.

Responsibility

Responsible for maintaining tenant files (i.e. contact information, addresses, personal identification, vehicle registrations, etc.). Responsible for monitoring tenant rent ledger in collaboration with Senior Housing Manager and Finance Manager. Collects rent payments and brings payments to Head Office. Accurately conducts rent calculations using confidential tenant financial information. Responsible for drafting and mailing tenant legal notices. Handles confidential tenant complaints. Handles SPP wait list. Responsible for use and safe keeping of company cell phone, computer and office equipment and keys. Responsible for safe keeping of FOBs. Responsible for handling bank drafts, cheques, cash and debit machine transactions.

Working Conditions

Must continuously meet deadlines. Works in a climate-controlled office. Continuously handles distractions and interruptions with very little privacy. Frequently handles multiple demands. Frequently travels between Barrie Housing locations. Frequently exposed to unpleasant odors. Frequently works alone. Frequently travels between locations. Frequently at risk of harmful personal effects from constant exposure to the pain and suffering of others. Occasionally exposed to dangerous/harmful situations including the threat of violence. Occasionally exposed to verbal abuse and physical attacks. Occasionally exposed to dirt, dust, poor ventilation, smoke, grease and oil. Occasionally exposed to infectious diseases and drug paraphernalia.
Job Type: Full-time

Pay: $25.68 per hour

Benefits:

Dental care Extended health care Paid time off
Experience:

property management: 1 year (preferred)
Licence/Certification:

Class G Licence (preferred)
Work Location: In person