Housing Operations Administrative Assistant

6 months ago

Hamilton, Canada City of Hamilton Full time

**About the City of Hamilton**

**Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason**

**JOB POSTING**

JOB ID #: 21122

Housing Operatiosn Administrative Assistant
City Housing Hamilton

NUMBER OF VACANCIES: 1 Full-Time Regular

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: F
- SALARY/HOUR: $29.085 - $31.614 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Regular, Permanent

Job Description ID #: 5394

**SUMMARY OF DUTIES**

Reporting to Manager(s) of CityHousing Hamilton performs duties associated with the operations of CityHousing Hamilton by receiving enquiries and complaints by forwarding to the appropriate staff for response. Provides administrative and clerical support to the Management team to facilitate the efficient operations.

**GENERAL DUTIES**

Perform office administration functions that include scheduling meetings, arranging venues, transcribing minutes, and managing individual calendars.

Type, format and process reports and presentations, proof read publications, training materials, correspondence and/or documents, minutes, labels, questionnaires, materials, Council reports, publications, and presentation documents of a general and confidential nature.

Compile and maintain data for statistical reports and project metrics.

Create, establish and maintain a tracking and monitoring systems for reports, data, contracts and project workplans with the ability to manipulate spreadsheet data.

Maintain confidential records with high degree of integrity and respect for privacy

Sort, process and distribute incoming mail, process outgoing mail and couriers, and update mailing list.

Respond to enquiries by receiving, evaluating and prioritizing nature of enquiry and referring to appropriate personnel.

Provide suitable resolutions to issues in accordance with governing by-laws and departmental policies.

Resolve ongoing issues when dealing with residents, the public, visitors at front counter, staff and managers.

Monitor and follow-up on resident enquiries relating to all aspects of CityHousing Hamilton.

Communicate protocols to staff and the public in person, written or by telephone.

Compose correspondence as requested.

Prepares and maintains internal documents; creates and maintains tracking documents.

Receive, prioritize and dispatch calls to the appropriate staff.

Record, report and track staff absences, overtime, personal time and vacations.

Act as custodian to “after hours” and emergency response information.

Prepares agendas and takes minutes at a variety of meetings.

Prepares accurate and timely form correspondence, including but not limited to, notification to residents impacting tenancy.

Maintain accurate records as required using database software system.

Word process forms, charts, lists, reports, letters, agendas and minutes as directed.

Maintain and update manuals, procedures and lists as required.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

**QUALIFICATIONS**
1. Previous business office administration experience related to duties listed above normally acquired through a combination of education or relevant work experience.
2. Demonstrated knowledge of Residential Tenancies Act, 2006, and Housing Services Act, 2011, required. Must have knowledge of social housing or not for profit housing.
3. Demonstrated ability to perform with confidence in a customer service capacity and possess good conflict resolution skills. Excellent organizations skills with the ability to multitask.
4. Demonstrated ability to relate to the public, elected officials and staff. Must possess good verbal and written communications skills.
5. Excellent interpersonal skills, demonstrated tact and professionalism in dealing with the public.
7. Demonstrated ability to manipulate data within database program. Demonstrated ability to input data at an acceptable speed (50wpm).
8. Must possess maturity, initiative and good judgement and be able to work independently.
9. Must be able to work fluctuating hours between 8:00 a.m. and 5:00 p.m.

This Competition may include an interview and/assessment as part of the sel

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