Adim Asst. Job - IRCOM House - June 18 deadline

 

 Administrative Assistant – Housing

June 2014

 

Position Summary: Under the supervision of the Director of Housing, the Administrative Assistant – Housing (AAH) is a competent individual committed to IRCOM’s vision and mandate to empower newcomer families to integrate into the wider community through affordable transitional housing, programs, and services. This staff is a detail oriented, efficient and resourceful individual with strong interpersonal, organizational and administrative skills, able to meet the challenges of working with a culturally diverse group of community members. The ideal candidate will be able to multi-task in a fast paced environment prioritizing tasks and executing them to a high degree of accuracy. The AAH will exhibit and uphold IRCOM’s core values of integration, inclusion, social justice and empowerment and they will work in a way that is people-centered, holistic and partnership based.

 

Objective    

 

The objective of the AAH position is to ensure effective, efficient and accurate operations of IRCOM House Inc. through the support of the management team.  Furthermore, the AAH will be responsible for providing administrative services for IRCOM House Inc. as well as being the principle housing resource for newcomer families.  This will be done in cooperation with all staff members within the mission, strategic goals and objectives, policies and procedures of IRCOM.

 

General House Administration

 

       Reception:  greet tenants, applicants and IRCOM House Inc. partners, answer housing related phone calls, maintain an office that welcomes newcomers

       Distribute notices and house communication documents to tenants

       Maintain filing system

       Develop, coordinate and maintain house administrative procedures

       Maintain confidentiality and privacy of all tenant communication and files

       Perform other duties as required by the Director of Housing or designate

 

Housing Support

 

       Meet with House applicants, explain IRCOM’s application process and criteria

       Receive tenancy applications, screen for eligibility, collect relevant information and documentation, enter data and place on waitlist

       Monitor waitlist and select new tenants from the IRCOM waitlist in accordance with relevant IRCOM policies

       Inform relevant staff of move out and move in dates

       Assist the House Manager and Caretakers with initial housing needs, such as walk-through, orientations and move-ins

       Track maintenance issues which are informed by tenants or staff, then notify the house manager/caretaker

       On-going correspondence with Welcome Place, Acceuil Francophone, and Employment & Income Assistance

       Calculate rent amount based on relevant IRCOM policies

       Collect rent cheques and maintain rent collection database in cooperation with IRCOM’s accountant

       Manage the parking lot waitlist

       Work closely with the Community Resource Program to develop workshops, methods and processes to best support tenants

       Collect tenant repair requests and coordinate schedule with House Manager/Caretaker tracking completion date

 

Tenant Relations

 

       Mediate complaints and conflicts involving IRCOM House tenants

       Respond to problems of noise, cleanliness, suite maintenance, etc.

       Educate tenants on tenant rights and responsibilities in Canada through personal discussions as well as workshops

       Help IRCOM tenants understand pest management procedures, suite preparation instructions and unwanted

furniture removal procedures

       Design and deliver relevant home maintenance, RTB Rights and Responsibilities, Housing Options workshops and training to tenants in collaboration with relevant IRCOM staff and partners (ie. Director of Housing, New Journey Housing, etc.)

       Deal positively with applicants waiting for IRCOM housing

       Be able to maintain IRCOM House rules with kind authority

 

Next Stage Housing

 

       Liaise with EIA with respect to tenant needs regarding housing

       Provide and support tenants in completing next stage housing applications

       Refer tenants to New Journey Housing for additional support after first year at IRCOM

       Facilitate a smooth move out process in collaboration with relevant staff including set up of Tenant Exit Interviews with the  Executive Director or designate

       Provide tenancy references as requested

       Prepare and deliver tenancy related documents as required by the Residential Tenancies Act

       Attend RTB hearings and mediations on behalf of IRCOM House Inc.

 

Communications & Reporting

 

       Maintain and provide current tenant rental and demographic information, including rent calculations and parking information

       Organize contributions for, put together and deliver, the IRCOM House monthly tenant newsletter

       Issue letters of correspondence on behalf of IRCOM House Inc

       Oversee the parking lot and handle tenant and staff complaints and concerns

       Meet weekly with relevant staff to ensure strong cross-departmental communication

       Compile data as required for the completion of all housing related MHRC requested reports managing MHRC timelines

       Perform rent  related duties (rent collection, deposits, receipts, annual rent reviews and lease signing, rent calculations, tax receipts)  

Qualifications

        Post-secondary education or diploma plus a minimum 2 years direct administrative experience OR equivalent combination of education and experience

        Demonstrated knowledge of the Residential Tenancies Act and procedures

        Experience working in a housing facility

        Strong organizational skills and the ability to prioritize work

        Strong written and oral English communication skills

        Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets

        Excellent cross-cultural and team work skills

        Ability to work with people from diverse cultural backgrounds

        Strong understanding of the immigration process and challenges

        Must be open-minded, resourceful, highly motivated, creative and independent

        Demonstrated strong commitment to supporting and empowering the newcomer community through previous volunteering / community involvement

        International education/experience is recognized

        Newcomer experience is an asset

        Knowledge of a second language is an asset

Hours of work

This is a full-time position to a maximum of 37.5 hours per week. The AAH’s hours will take place predominantly during IRCOM business hours between 9am and 5pm, Monday to Friday and will be located at two sites. However, staff may have to work some evenings and weekends.

Other

 

The salary range for this position is $31,219 - $37,310.

Selected candidate must be legally entitled to work in Canada.

 

IRCOM Inc. is an Equal Opportunity Employer. Applicants are requested to indicate in their covering letter or resumé if they are from any of the following groups: women, Aboriginal people, visible minorities and persons with a disability.

 

Submitting an Application

 

To apply for this position please submit your resumé and cover letter by June 18^th, 2014 at 5 pm to:

 

Office Administrator

95 Ellen Street

Winnipeg, Manitoba R3A 1S8

Email: admin@ircom.ca

Fax: 204 - 943 - 4810

We thank all who apply. Please be advised that only those selected for an interview will be contacted. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications.

Please note the successful candidate will be required to submit to a Criminal Record Check as well as a Child Abuse Registry Check.