SUPPORT ASSISTANT C Full-time Job

Reporting to the Manager, Access to Housing, the Support Assistant C is responsible for the management, coordination, and delivery of administrative operations within the Access to Housing section.

Major Responsibilities:

• Greets visitors and responds to client and partner enquiries sharing broad knowledge of the operational area/function.
• Contacts clients and partners to ensure information in the waitlist database is accurate and makes updates, as needed.
• Maintains manual and computerized filing and retrieval systems for records/documents, including filing correspondence, records, reports, inventory, and manuals.
• Ensures calls and service requests are logged and shares/forwards enquiries with appropriate personnel.
• Collects, sorts, tracks, date stamps, distributes, prepares, and processes forms and documents, including mail, fax, statements, invoices, reports, vouchers, cheque requisitions, cash, receipts, tokens, and purchase orders.
• Monitors, orders, picks up and maintains supplies/resource materials for unit.
• Prepares, collects, prints and distributes materials, photocopies documents, and sends facsimiles.
• Prepares, researches, maintains, and processes documents. Selects and presents data from manual or computerized fields (e.g. MS Excel spreadsheet and MS Access database) for various summaries and reports.
• Drafts correspondence, prepares presentation materials, and completes forms.
• Receives documents/applications, invoices/monies from the public or other levels of government and ensures they are recorded and secured in the appropriate manner.
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill.
• Utilizes layout, formatting, and keyboarding skills. Performs database searches to input, retrieve, process and report information as requested.
• Provides assistance with reconciliation and analysis of financial and statistical data.
• Provides administrative support to the Management team, as well as front line staff.
• Coordinates meeting rooms, bookings, and special requirements for meetings. Attends meetings, takes and transcribes minutes.

Key Qualifications:

1. Considerable experience working in a customer service environment dealing directly with service providers, the public and staff in person, over the phone, or by mail inquiries.
2. Considerable experience and proficiency in computerized software programs, specifically Microsoft Word, Excel and PowerPoint and experience with data entry, layout and formatting procedures for text, tables, and spreadsheets and mail merging.

You must also have:

• Ability to set up and maintain manual and computerized filing systems.
• Ability to work independently and complete tasks with minimal supervision.
• Ability to handle detailed work with accuracy.
• Mathematical ability to compile statistical summaries and to balance accounting documents.
• Knowledge of standard office practices and procedures, including the City’s procurement processes.
• Good interpersonal skills with the ability to communicate effectively, both orally and in writing and develop solid internal and external work relationships.
• Ability to plan, organize and manage a high volume of work with minimal supervision and complete a number of diverse tasks simultaneously.
• Excellent interpersonal skills and ability to work co-operatively within a team setting with shared work tasks.
• Ability to handle confidential and sensitive information with discretion and tact.
• Problem solving and decision-making skills, with ability to handle and resolve situations, utilizing knowledge of policies, practices, and procedures.
• Ability to work in a human services environment.