Job ID #31300: Rent Supplement/Housing Allowance Clerk

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 45,000 - 60,000; Full time

Job summary

A municipal employer in Canada seeks a Rent Supplement/Housing Allowance Clerk to manage intake packages, process payments, and assist clients in Hamilton. The role requires strong customer service skills, proficiency in Microsoft Office, and the ability to work independently. A valid Class 'G' Driver’s Licence is necessary. Applications are open until August 13, 2025.

Qualifications

• Demonstrated business office management skills from experience or education.
• Previous experience or knowledge of Housing Services is an asset.
• Proficient in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience in accounting and finance is beneficial.
• Valid Class 'G' Driver’s Licence is required.

Responsibilities

• Prepare Housing Allowance intake packages for tenants.
• Calculate entitlements and adjustments for assigned portfolios.
• Communicate with tenants and landlords.
• Maintain tracking and monitoring systems for reports and data.
• Assist tenants and respond to inquiries.

Skills

Customer service excellence

Effective communication

Problem-solving skills

Intermediate Microsoft Office skills

Organizational skills

Education

Relevant administrative experience or courses

Tools

Database software (SAMS, IHS)

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #31300: Rent Supplement/Housing Allowance Clerk (2 Vacancies)
• Union: CUPE Local 5167
• Job Description ID #: 7845
  
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on August 13, 2025.
• Internal applicants should apply with your work e-mail address. External applicantsare considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  
  

Reports to the Supervisor, Human Services – Housing Access & Supports provides a range of administrative, clerical and financial business duties to support the operations of the Housing Services Division. The Rent Supplement/Housing Allowance Clerk provides direct service to clients to support their journey to stable, permanent housing. The Rent Supplement/Housing Allowance Clerk works with a minimum of supervision on multiple activities while ensuring deadlines are adhered to and established procedures followed.

GENERAL DUTIES

Oversees and prepares Housing Allowance intake packages for tenants, ensures all documents required to determine eligibility are provided (e.g., employment income, social assistance benefits, pensions, investments, income tax returns, etc.). Follows up with tenants, and agencies to clarify information and/or obtain further documents as required.

Reviews, confirms, and calculates initial entitlement and/or adjustments for the assigned portfolio, annually and throughout the year, and inputs into systems.

Communicates with tenants, landlords and other City of Hamilton divisions.

Creates, establishes, and maintains a tracking and monitoring system for reports, data, contracts, log of assignments/directions/cancellations.

Performs data entry functions using various computerized tracking and enquiry systems; generates computer printouts.

Reconciles monthly payments and monitor recoveries/reimbursements from various landlords.

Assists tenants by responding to enquiries in person, by phone or email to complete various forms and documents as required and provides approved detailed calculations to tenants, social agencies, etc.

Recommends administrative processes to maximize operational efficiency in the delivery of Rent Supplement and Housing Allowances.

Maintains accurate filing of client files, records, correspondence and forms.

Processes incoming and outgoing communications (verbal, written, electronic).

Engages with individuals involved with the homelessness serving system to identify clients needs and triage to the appropriate internal/external support for resolution.

Prepares and confirms data for monthly payments.

Calculates and monitors outstanding arrears owing to the City of Hamilton as required.

Processes Access to Housing applications.

Assists in the training and development of new clerical staff and placement students.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. Demonstrated business office management and/or strong business office administrative skills acquired through relevant experience or a combination of administrative courses and relevant work experience.
2. Previous experience or knowledge of Housing Services and Housing agencies/resources would be an asset.
3. Must be proficient with intermediate experience in the use of Microsoft Office products to include: Outlook, Word, PowerPoint and Excel. Demonstrated ability to input data at an intermediate level with a high degree of accuracy. Working knowledge of database software (SAMS and IHS) would be an asset.
4. Previous accounting/finance and reconciling payments experience would be an asset. Demonstrated ability and familiarity with the City of Hamilton financial processes and procedures an asset.
5. Ability to communicate effectively (written and verbal).
6. Ability to excel in a fast-paced work environment with a focus on customer service excellence. Highly developed customer service and interpersonal skills and proven ability to assist people in difficult situations.
7. Strong problem-solving skills with the ability to adapt to any situation.
8. Demonstrated excellent interpersonal, communication, analytical and problem-solving skills.
9. Advanced keyboarding and data entry skills with ability to apply specialized technology and software.
10. Ability to prioritize and organize multiple tasks with a variety of deadlines.
11. Excellent people skills with an emphasis on customer service. Demonstrated ability to deal with difficult callers and display tact and professionalism when conversing with clients, supervisors and peers.

THIS POSITION REQUIRES A VALID CLASS “G” DRIVER’S LICENCE AND PROOF THEREOF IS REQUIRED AFTER HIRE.

NOTE 1:

As a condition of employment, the successful applicant(s) will be required to obtain a Vulnerable Sector Screening, at their own expense, prior to beginning work in this position.

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy.Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.