Administrative Clerk - Jobs in Guysborough, NS

Job Description

Administrative ClerkEastern Mainland Housing AuthorityLocation: GuysboroughType of Employment: Permanent, Full-time Union Status: NSGEU Local 103Competition # 22088Closing Date: September 30, 2022About UsIt is an exciting time for the organization and a great opportunity to join us as we work to further meet the housing needs of Nova Scotians. Housing Nova Scotia (HNS) is working to advance the objectives of the National Housing Strategy and has developed a 3-year Action Plan. HNS is the provincial government agency responsible for the administration and delivery of affordable housing solutions for low-to modest income Nova Scotians. Through its five regional Housing Authorities, HNS provides more than 11,500 safe, affordable homes as part of its Public Housing program to more than 17,000 seniors and families. Housing Authorities manage the day-to-day operations of Nova Scotia’s public housing stock.About Our OpportunityUnder the general supervision of the Property Manager, the Administrative Clerk is the first point of contact for tenants and provides clerical support to employees working in the property office of Eastern Mainland Housing Authority (EMHA) to ensure client service and the efficient running of each site office.Primary Accountabilities

• Handle phone and walk-in inquiries from visitors, applicants, tenants, contractors and staff, including responding to tenant requests for service, pest control, etc. Receive and process incoming mail.
• Process and track work orders and purchase orders in accordance with established policies and procedures.
• Create tenant charge batches under the direction of the Maintenance Supervisor and/or Property Manager, prepare tenant related letters, invoices to tenants for unit damages, keys, lock changes, etc.
• Provide clerical services to the staff of the site office, including the preparation of lease packages for new tenants, scheduling lease signings, and assisting to process vacating tenant files.
• Maintain electronic and paper records/files related to tenancy, work orders, purchase orders, units and buildings. Track and maintain staff attendance data.
• Access a variety of tenant, vendor and property reports that are available through automated systems to provide information to staff of the site office.
• Maintain a small petty cash fund, safeguarding EMHA site office credit cards and tracking issuance to and return of cards by staff. Order and maintain office stationery supplies; and
• Accept rental payments and process debit transactions. Process accounts payables, match invoices to purchase orders, and enter batches in Yardi. Forward this information to the New Glasgow office
• Other duties as assigned.

Qualifications and Experience

• Successful completion of a Business Administration or Secretarial diploma program, plus two years’ related experience, or an equivalent combination of training and experience.
• Strong keyboarding skills with working knowledge of Microsoft Office.
• Excellent knowledge of office procedures and practices are required to maintain accurate and secure files, track and follow-up information/report requests and manage petty cash.
• Strong organizational and time-management skills to set priorities and meet deadlines.
• Interpersonal skills to deal with co-workers, tenants, contractors and vendors, other departments, and the public in a positive, tactful, courteous and cooperative manner.
• Ability to work independently with little supervision, as well as in a team environment.
• Work cooperatively with others and display a positive attitude to further the goals of the organization.
• Ability to exercise tact, discretion, sound judgment and initiative when investigating, questioning and dealing with inquires, requests and submissions that are sensitive and confidential in nature.
• Adaptable to change as the job requires, is receptive to new ideas and willing to try new methods and approaches.

Assets

• Emergency First Aid and WHMIS certifications.
• Yardi Property Management software.
• Good knowledge of Housing Authority policies, procedures and practices is required to respond accurately to inquiries from internal or external sources, applicants and tenants.

Competencies required at this level of work are Communication skills, both verbal and written, organizational skills, Interpersonal skills, Client Service, Computer and Software proficiency.If you are a team player, who is passionate about improving the lives of Nova Scotians, you are the candidate we are looking for to join our team. We will assess qualifications using one of more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks. Offer of employment is conditional upon the completion of all applicable background checks, the results of which must be satisfactory to the employer. Checks may include one or more of the following: criminal background checks, driver’s abstract, and confirmation of education credentials.EquivalencyAn equivalent combination of training, education and experience may be considered. Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.BenefitsBased on the employment status, eligibility and union agreement, the Nova Scotia Housing Authorities offers its employees a wide range of benefits such as Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs and flexible working schedules.Classification: CL 14Salary Range: $21.11-$23.25 hourly Work Week: 35 hoursNote: This is not a Civil Service position.The Housing Authorities are committed to employing staff who are representative of the diverse community we serve.If you are a member of one or more of the following designated groups, you are encouraged to self-identify on your cover letter or resume: Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your application.To ApplyPlease merge your cover letter and resume into one document when applying. In the cover letter or resume, please quote the competition number and name.Our preferred method of applying is through Career Beacon.Submissions must be received by midnight on the closing date. We thank all applicants for their interest; however, only those selected for an interview will be contacted.Job Type: PermanentSalary: $21.11-$23.25 per hourSchedule:

• 8 hour shift

Work Location: One locationQuick Apply

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