Description:
Responsible for providing a wide variety of administrative support functions, reception and customer service for clients and staff of Housing Services and/or Niagara Regional Housing (NRH).
QUALIFICATIONS
EDUCATION
- Completion of Business or Office Administration Diploma, or equivalent
KNOWLEDGE/EXPERIENCE
- At least 1 year in office administration or related environment
SKILLS
- Excellent telephone skills
- Excellent verbal and written communication and customer service skills
- Excellent social skills and an ability to effectively manage and build relationships with difficult clients
- Microsoft Office capability, including MS Word, Excel, and PowerPoint
- Bilingual English and French is considered an asset
SPECIAL CONDITIONS
- In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate
RESPONSIBILITIES
- Organizing all day-to-day and other related procedure filing, including but not limited to:
- Creating and maintaining all records, including active and inactive applicant and/or tenant files sorting, distributing, filing of miscellaneous documents and data, termination of files, and maintenance of file standards
- Responsible for annual records destruction and retention of records/forms
- Creating new move-in and/or tenant and/or applicant files
- Providing general office reception and administrative support for staff, including but not limited to:
- Receiving, opening, date stamping, sorting and distributing incoming mail/deliveries to staff, including preparing outgoing mail for interoffice distribution, regular mail or courier pick up
- Responding to inquiries (phone, email, etc.) and/or directing them to the appropriate contact
- Assisting with program mail-outs, letters and other information packages, as required
- Complete filing for assigned program areas, send out letters, other duties required
- Scanning/digitizing of files and documents, and storing according to applicable document management procedures, policies, etc.
- Payment follow-up as required
- Phone coverage and directing incoming calls as needed
- Ensuring adequate office supplies
- Managing off-site storage of documentation, including but not limited to:
- Organizing and boxing all files destined for off-site storage
- Responsible for ordering requested documentation from the off-site storage
- Tracking off-site storage and following records management policies/procedure as required