Clerk Grade 2, Community Safety Unit

4 weeks ago

Toronto, Canada Toronto Community Housing Full time

Job #:
**8647**
- Division:
**Community Safety Unit**
- Vacancy Type:
**Full-time Temporary**
- Affiliation:
**Union: CUPE 79**
- Contract Length:
- Grade:
**TCHC 4**
- # of Vacancies:
**1**
- Salary/Hourly Range:
**33.04-36.19**
- Hiring range/wage:
**33.04**
- Work Details (Days/hours):
**Monday - Friday 35hrs per week**
- Posted Date:
**5/22/24**
- Existing or New:
**Existing**
- Deadline to Apply:
**6/5/24**

**What we offer**

In addition to competitive wages and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:
Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
- Three Weeks paid annual vacation days, increasing with years of service;
- Four (4) paid personal days;
- Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
- Health and dental benefits;
- Employee and family assistance program;
- Maternity and parental leave top up (93% of base salary);
- Training and development programs including tuition reimbursement of $1500 per calendar year;
- Fitness membership discount;
**Position Summary**

**What you’ll do**
- Report to Manager of Business Planning and Support and assist / support the Specialist of Quality Assurance or designate
- Conduct daily or regularly scheduled comprehensive audits of the CSU’s records management systems (including Niche and other databases); sending records for editing as required.
- Assist the Quality Assurance Specialist and Niche Domain Administration Team with other administrative responsibilities, as required
- Create and post documents to SharePoint at the direction of the Niche Doman Administration Team.
- Create and post updates to the internal learning portal at the direction of the Niche Doman Administration Team.
- Update the Niche Training Manual and conduct regular reviews to ensure accuracy.
- Assist the Developer and Crime Intelligence Analyst with troubleshooting in Niche and other databases.
- Keep current on appropriate legislation, policies, events, etc., to enable current information.
- Input data (eg invoices, PR, CCN etc) into computerized database (i.e. CMS, Easy Trac,and other data systems as required, etc) and tracking of document (eg invoice, VAC, CCN.etc) approvals.
- Track vendor costs to ensure payment of all invoices by year end.
- Contact vendors for billing, past due invoicing, quotation verification, and other related items.
- Create various spreadsheets and documents using Microsoft Excel and Microsoft Project and Microsoft office.
- Track, check, update CMS, Easy Trac, and other Data Systems as required
- Create, close, fax and file purchase orders to vendors (suppliers/subcontractors/consultants, Property Management.etc) for the Facility Management/ CSUunit
- Assign purchase orders and work orders to all incoming invoices and distribute for signature.
- Keep ongoing and documented record of work orders, job numbers with description of work.
- Create hard copy files for work orders and jobs that require documentation of material/project information filed.
- Track vendor cost by entering invoices related to specific job into computerized database, construction filing system and reconciling batches.
- Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
- Maintain list for cell phones, file monthly phone usage records, lieu time hours, travel expenses/mileage etc notify manager of anomalies.
- Prepare and order courier packages for pick-up and delivery.
- Advise response centre, in writing, of emergency contact information and scope of work for all jobs upon commencement.
- Prepare financial reports, vendor and customer files.
- Respond to enquiries from internal and external sources and to appropriately direct documents within the organization.

**What you’ll need**
- Previous experience working in an extensive records management system is preferred.
- Knowledge of Niche RMS is ideal.
- Experience working in a law enforcement environment is preferred.
- Commitment to maintaining a high quality of data.
- Attention to small details
- Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
- Working knowledge of TCHC’s and the Community Safety Unit’s organizational structure would be helpful.
- Demonstrated oral and written communication skills are required to compose correspondence and respond to information requests from a wide range of internal and external contacts.
- Experience utilizing a variety of computerized PC office systems with demonstrated ability in various software products including MS Office and SQL.
- Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities.
- Experience with Collective Agreements would be an asset.

**Wha

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