Housing Services Administrative Clerk, Housing Services Residence Desk (Taggart Location)

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Position: Housing Services Administrative Clerk, Housing Services Residence Desk (Taggart Location)
Location: Taggart Family Y, 180 Argyle Ave, Ottawa
Type: Full-time preferred start date May 30, 2022 with pay rate $ 16.99 per hour / $ 35,339 per year
Preferred start date: Sunday, May 22, 2022
Closing date: Monday, May 30, 2022

Overview:

As one of the largest charitable community service organizations in Canada, the YMCA-YWCA of the National Capital Region responds to critical social needs in the community and works to provide lasting solutions. Serving thousands of people across our region annually, we are a leader and valued partner in creating a vibrant and healthy community where everyone belongs and can reach their full potential. This position requires a commitment to the Y mission and core values of responsibility, honesty, caring, respect, and inclusion, which form the foundation of all Y programs and services.

 

Working for the Y

Are you looking to use your skills and unique gifts to make a real difference in your community? The YMCA-YWCA of the National Capital Region is a great workplace committed to diversity, equity, and inclusion, where different backgrounds, experiences, and identities are appreciated and celebrated. The YMCA-YWCA provides hundreds of employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. We recognize the contributions of our staff through innovative practices, great benefits, and growth opportunities. Whether you are starting out in your career or a seasoned professional, you will find many exciting opportunities to achieve your personal and career goals. Some of the benefits of working for the Y include:

 

What we offer

At the Y, you will be part of a vibrant and diverse network of people whose shared vision is to change lives and make our communities home to the healthiest children, teens, adults, and families.              

Our competitive wage and benefit package include:

  • Free Y membership.
  • Health and dental insurance for full-time, permanent employees
  • Up to 25 vacation days per year, including two float days and one birthday vacation for full-time, permanent staff
  • Access to an Employee Assistance Program
  • Long-term disability and life insurance for full-time, permanent employees.
  • Workplace pension plan available for full-time, permanent employees
  • Extended Maternity leave benefits to all our staff for up to 6 more months after the year of leave.

 

What you offer?

The Full-Time Housing Services Administrative Clerk will work as part of the Housing Services Team that provides programs & services for individuals with affordable/social housing needs including supportive housing, family shelter, youth transitional housing, counseling & referral.  A Housing Services Administrative Clerk is responsible for providing desk clerk services to guests, residents, staff, members & the general public as well as administrative support to the department.

Some of the tasks of this position include:

  • Welcome guests to the YMCA-YWCA
  • Provide general information to individuals & agencies regarding eligibility for Y housing.
  • Act as a resource person whenever possible, providing information on Ottawa
  • Make reservations for incoming clients
  • Inform residents at the time of registration of payment policies.
  • Ensure guests are properly registered before issuing room & other service keys.
  • Prepare & provide on duty cleaning staff a list of upcoming arrival & departures after verification with relevant program staff
  • Accept & record maintenance work orders requests from residents & Housing staff
  • Maintain & update the association work order system.
  • Liaise as required with maintenance & cleaners
  • Process any resident departures ensuring that all charges are paid in full within established procedures
  • Accept room, mailbox keys & other service items from residents at departure
  • Enter service information into the database
  • Answer association main switchboard & redirect calls if needed
  • Issue to & receive keys & radios from authorized staff coming on & off duty
  • Ensure that all associations’ keys & equipment are secured.
  • Troubleshoot automated parking complaints.
  • Sort & distribute Association & residence mail
  • Monitor radio system
  • Monitor Fire alarm systems during fire alarms & contact fire department
  • Reset all computers at & read Residence logs at the beginning of the shift
  • Maintain open Outlook email. Review, answer &/or forward incoming emails
  • Prepares monthly inventory of furnishings in the Housing warehouse
  • Accurately document events/incidents consistent with approved procedures.
  • Communicate information to team members & supervisor as required
  • Sort & file closed/departed clients signed registration forms
  • Clear voice mail set up for all clients departures
  • Maintain & update evacuation list
  • Extend Family Shelter client's reservations monthly
  • Create & open a new monthly folio for all in-house Shelter Clients at monthly turnover.
  • Prepare a daily list of all emergency shelter guest for duty Support Workers & makes any necessary adjustment to statistics after worker’s reviews
  • Prepare daily statistics & email them to program supervisors
  • Assist with the organization & coordination of special events
  • Maintain client confidentiality & Ensure that all documentation is secure
  • Maintain files as per the filing system for the Residence Desk
  • Prepare bi-monthly arrears report for rooms
  • Provide spot checks of video surveillance footage
  • Collect, count & receipt revenue generated from Shelter laundry equipment rentals
  • Assistance covering the duties of the team supervisor during leaves & absences
  • Complete other administrative tasks as required

 

What qualifications and abilities are we looking for?

At YMCA-YWCA of the National Capital Region, we strive to ensure our employees are a fit based on their strengths, interests, and future goals.

 

The successful candidate will have the following:

Education

  • Minimum High School Diploma

Language

  • Fluency in both Official Languages (French and English), oral & written is preferred (either the team Supervisor or Administrative Clerk must be bilingual
  • Proficiency in other languages is an asset

Experience, Skills, and Abilities

  • Previous experience in the front office, customer service, bookkeeping, or cash management.
  • Knowledge & sensitivity in dealing with individuals with homelessness, addictions, & mental health challenges
  • Excellent knowledge of community resources
  • Requires ability to problem solve & respond to variable requests
  • Have a high degree of initiative & adaptability
  • Ability to work with clients with diverse backgrounds & needs
  • First Aid & CPR training
  • Proficient in MS Office Suite & high level of computer skills

 

Additional Requirements:

  • Applicants must already have a valid permit to work in Canada
  • Must provide a Criminal Reference Check for the Vulnerable Sector, not older than 6 months, as per Association policy
  • As a condition of employment, in accordance with the COVID-19 Vaccination Requirement Policy for Staff and Volunteers, you are required to provide proof that you are fully vaccinated against COVID-19 or have a valid exemption
  • Require some flexibility around hours of work to meet program needs
  • Annually all staff must complete the mandatory training for the Protecting Children, Youth, and Vulnerable Persons, and submit the certificate of completion

 Core Competencies:

  • Demonstrate commitment to Y values of caring, respect, honesty, and responsibility within the work environment, when interacting with others & within the community
  • Attend mandatory staff meetings & participate as a member of the broader Y  (committees, activities, events)
  • Assist with Association philanthropy initiatives
  • Perform other duties as assigned
  • Maintain the workplace to ensure a safe & clean working environment
  • Wear appropriate business casual attire at all times, adhering to the Y’s dress code policy 

 

About diversity and inclusiveness at the Y: 

Inclusiveness is a part of our core values and we are committed to ensuring the diversity of the people and communities we serve as well as our staff. We welcome candidates from racialized groups, invisible minorities, Indigenous People, women, persons with disabilities, and persons who identify as 2SLGBTQ+.

 

How to apply?

All internal applicants must inform their supervisor of their intention to apply for the position.  Internal applicants can apply only after completing the probationary period of their current job unless approved by People and Culture.

Applications must be submitted to the YMCA-YWCA of the National Capital Region, and all cover letters should be addressed to Margaret Diaz. Please send applications to the Director of Housing Services, Margaret Diaz (margaret.diaz@ymcaywca.ca).

Thank you for your interest. Only those selected for an interview will be contacted.

The YMCA-YWCA of the National Capital Region is committed to being an Equal Opportunity Employer.

Please advise in advance if you require any accommodation during this process. We believe all people have the right to live free from discrimination or harassment of any kind.

 

 

 

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