APPLICANT ASSISTANT

Join us and help make a difference! At Grey County we work together to deliver essential public services that meet the needs of our communities. Grey County isnt just a great place to live; its also a great place to work!

We are proud to offer competitive wages and an attractive total compensation package. We support learning and continuous employee development, and champion career progression for our employees. We value work-life balance, so you can make the most of your career at Grey County, while making the most of your life in Grey County!

Apply now to join our team!

Please note: the closing date for this posting is Monday, February 12 at 4:30pm. This is a contract position anticipated to end September 20, 2024.

Purpose

The Applicant Assistant provides front office and clerical support to the Housing department. This includes answering inquiries at the counter, by phone, and email to support housing applicants and triaging for the Short Term Shelter Program.

Responsibilities

• Answer telephone, counter inquiries, and emails for programs, applications, and tenant requests.
• Provide clerical and administrative support to the Housing department as needed.
• Process tenant moves and transfers by posting information to the database, creating lease packages and letters.
• Maintain Rent Supplement reports.
• Assist with rent supplement applications and submissions.
• Accept housing applications, ensure accuracy, enter application in database, check for arrears, send acknowledgement letters, and create files.
• Update the Provincial Arrears database monthly for Grey County and Non Profits Providers.
• Assist with monthly waitlist updates with non-profit providers.
• Provide monthly temporary forgiveness/rent adjustments for tenants.
• Create tenant invoices for maintenance charges
• Perform office duties such as preparing courier packages, incoming and outgoing mail, ordering office supplies and photocopying.
• Perform other related clerical duties as assigned.
• Assist with Backup EFT & Sustainable Housing Benefit.
• Provide clerical support for the Short Term Shelter program including triaging and escalating calls from individuals without housing.
• Assist the Short-Term Shelter program with weekly rental listings.

Working Conditions

Thirty-five (35) hours per week; core hours are 8:30am to 4:30pm. Some overtime is required to cope with deadlines, peak periods and unexpected situations that arise within the services provided.

Contacts

Internal Working Relationships

Frequent contact with Community Relations Workers, Tenant Service Coordinators, facilities staff, and Housing Programs Manager regarding tenant or applicant changes in income, accommodation, and occupancy status.

External Working Relationships

Contact with applicants and tenants to update and obtain information and changes. Regular contact with nonprofits and other community agencies for information requests, database representatives and contacts. Occasional contact with other access staff from other regions.

Knowledge and Skill

• Post secondary education in administration field (ie. General Administration Diploma) or equivalent level of skills and experience.
• Experience and knowledge of computer, clerical and basic accounting procedures.
• Must possess good interpersonal skills, including verbal de-escalation and ability to triage callers under pressure.
• Ability to maintain confidentiality of information.

Impact of Error

Clerical errors result in delays, disruptions, and duplications. Errors, miscommunications, and breach of confidentiality would result in unfavorable relations with applicant/tenants/ other housing providers/public.

Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.

Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References