city of toronto jobs in Toronto, ON

On May 5, 2021, Toronto City Council approved the creation of the Toronto Seniors Housing Corporation (“TSHC”) to provide seniors with safe, well-maintained homes and improved living conditions, services and experiences. TSHC will interact with and support senior tenants in new ways, with the goal of ensuring seniors can age in place with dignity and in comfort. On June 1, 2022, all 83 Toronto Community Housing Corporation (“TCHC”) seniors’ buildings transitioned to be managed by the new Toronto Seniors Housing Corporation. The new corporation will continue to be focused on meeting the needs of senior tenants through the Integrated Service Model.

TCHC will continue to own the buildings and be responsible for major capital. TSHC will lease the buildings from TCHC and be responsible for minor capital and maintenance. TSHC will be entering into agreements for shared services where appropriate with TCHC and TSHC will be focused on tenant facing issues, including health and social supports.

Please be advised that this opportunity is for Toronto Seniors Housing Corporation and not Toronto Community Housing.

In addition to a great job opportunity to help Toronto's Seniors live with dignity and safety, Toronto Seniors Housing offers:
An opportunity to build your career and grow with the newly created Toronto Seniors Housing!

• Competitive Benefit Package
• Defined Benefit Pension plan with 100% employee matching
• Three weeks paid vacation and four personal days
• Employee Assistance Plan
• Fitness Membership discount
• Annual Tuition Reimbursement

Position Summary
Reporting to the Manager, Community Programs & Partnerships, this public-facing position will perform a variety of clerical duties in support of the effective and efficient administration of community engagement, programs and partnerships related work at Toronto Seniors Housing. You will be a self-starter and will be required to work with a high degree of independence, utilizing tact and good judgement in the communication and processing of information that you encounter in your support capacity.

Responsibilities

• Respond to telephone and email enquiries
• Keep current on appropriate legislation, policies, events, etc. in order to maintain knowledge of up-to-date information
• Create job records and work order records on a daily basis as required
• Create purchase requests as required
• Enter scope statements (quotations) and purchase requisitions using computerized database systems as required
• Enter trades hours into computerized database on a daily basis
• Prepare and manage staff payroll on bi-weekly basis utilizing Ceridian Dayforce
• Track attendance for Managers review as required
• Track vendor costs to ensure payment of all invoices by year end.
• Contact vendors for past due invoicing, quotation verification, and other related items.
• Create various spreadsheets and documents using Microsoft Office Applications.
• Perform weekly review of exceptions reports for updating of various systems/databases (ie: HoMES/Yardi, CMS) as per information provided by others
• Reconciles Purchase Cards as required
• Manage various email proxy boxes
• Prepare weekly and/or monthly reports by analyzing qualitative and quantitative data
• Manage office keys and other restricted access areas
• Order office supplies as requested using prescribed database
• Coordinate on behalf of manager with other business units
• Create hard copy files for work orders and jobs that require documentation of material filed.
• Assist in the training and orientation of new staff
• Work with other business units to manage vehicle assignment, maintenance schedules and other related requirements for fleet management
• Provide support and direction to clerical support staff
• Assist with administrative duties including faxing, photocopying, scanning, etc.
• May be required to assist in the implementation of new business process which would include organizing and entering information in a new software package
• Prepare a variety of documents and correspondence including emails, notices (including translations) letters, reports, statistical summaries, fact sheets, pre-construction meeting material, close-out reports including maintenance manuals, warranties, etc.
• Schedule, coordinate and confirm meetings, events, conference calls, and facility arrangements on behalf of Management
• Attend meetings and documents meeting minutes as required
• Maintain list of cell phones allocation, files monthly phone usage records, reviews and notifies manager of anomalies.
• Prepare and orders courier packages for pick-up and delivery.
• Prepare financial reports as required.
• Document process and procedures as implemented or revised
• Other duties as assigned

Qualifications

• Post-secondary education in a related field or equivalent work experience (i.e. Property Management, Business Administration, etc.)
• Demonstrated experience in delivering customer service in a clerical/administrative capacity, within property management, capital and maintenance service delivery
• Knowledge of financial systems with ability to extract and compile data
• Knowledge of the principles and practices of Toronto Seniors Housing (TSHC) as it applies to social housing administration
• Knowledge of general office equipment and filing procedures and research methods, including Internet capability
• Knowledge of Collective Agreements, construction related work projects and working with international craft tradespeople
• Experience in providing administrative support for tenant engagement, community programs and partnerships within a social housing context would be an asset.
• Practical knowledge of property management, capital and maintenance service delivery
• Demonstrated oral and written communication skills to compose correspondence, respond to information requests, liaise with staff, tenants and stakeholders
• Working knowledge of Tenant Protection Act, Occupational Health & Safety Act, the Human Rights Code and the Freedom of Information & Protection of Privacy Act
• Working knowledge of TSHC’s organizational structure
• Strong communication and conflict resolution skills, tact and diplomacy to respond to a broad range of inquiries and maintain effective working relationships with internal staff, tenants, and agency
• Good listening skills and effective negotiation abilities
• Good organizational and time management skills to prioritize work and handle multiple assignments within deadlines in a high volume, high pressure environment
• Ability to work independently with minimum supervision as well as work well in a team environment
• Ability to respond to enquiries from internal and external sources and to appropriately direct documents within the organization
• Ability to input and manipulate data using word processing, spreadsheet software and database and information systems (i.e. Word, Excel (pivot tables), HoMES/Yardi, Housing Management System (HMS), EasyTrac, CMS)

Job Type: Full-time

Pay: From $34.45 per hour

Expected hours: 35 per week

Benefits:

• Company pension

Schedule:

• Day shift

Work Location: In person