Property Management Clerk

City of Greater Sudbury; Greater Sudbury; On-site; CAD 42,000 - 47,000; Full time

Job summary

City of Greater Sudbury is seeking a Clerical Support staff member in Housing Operations to assist the Property Manager in administering Rent-Geared-To-Income housing and tenancy matters. You will verify rental information, prepare notices, and support annual reviews.

Includes front-counter and phone duties, coordination with social agencies, and documentation in Windows environment (Word, Excel, YARDI). Strong organizational and communication skills are essential.

Qualifications

• Completion of Secondary School (Grade XII) plus short specialized training.
• Experience in housing or social services desired.
• Knowledge of Housing Services Act and Residential Tenancies Act is preferred.

Responsibilities

• Provide clerical support to Property Manager and Property Management team.
• Handle rent-geared-to-income calculations and annual reviews.
• Prepare notices, lease renewals and related forms.
• Assist tenants with forms and gather required documentation.
• Maintain accurate vacancy records and process housing unit offers.

Skills

Analytical skills

Math skills

Organizational skills

Communication skills

Interpersonal skills

Independent work

Time management

Education

Secondary School (Grade XII)

Short specialized training courses (e.g. business/office administration)

Tools

Word

Excel

YARDI

Job description

Job Description

Section: Tenant Services

Division: Housing Operations

Department: Community Services

Initial Reporting Location: 10 Elm Street

Job Status: Permanent position

Number of Vacancies: 1

Union Affiliation: CUPE 4705 Housing Unit

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: Group 8 - $30.20 to $34.36 per hour (subject to review*)

The start date will follow the selection process.

Main Function

To provide clerical support for the Property Manager and the Property Management team in the administration and service delivery of the Rent-Geared-To-Income public housing program and the administration of residential tenancy matters within a designated public housing and rent supplement portfolio.

Characteristic Duties

• Rent Calculations and Adjustments:
• Receive and verify information and document used in the rent-geared-to-income rent calculation process; follow up action on the discrepancies/missing information.
• Prepare and send notices of rent increase/decrease, notices of decision and other related Social Housing Reform Act forms and notices.
• Assist tenants with the completion of the annual review forms, household composition form and other related forms.
• Verify information contained on forms by contacting social agencies, employers, and tenants.
• Ensure the annual lease renewal process is complete for all households within an assigned portfolio.
• Calculate rent-geared-to-income rents at employing methods and procedures, referring to the Housing Services Act, and all associated regulations, policies and procedures and provide to Property Manager for review and approval.
• Respond to any inquiries from tenants or other staff in regard to rent account balances, rent calculations, rent adjustments and outstanding documentation.
• Confer with the manager when identifying possible misrepresentation of income cases and follow up as directed.
• Offering of Vacant Units to Applicants:
• Maintain accurate records of vacancies for a portfolio by projects including an internal transfer list.
• Process offers of accommodation of rental units to applicants on the Central Registry Wait List in accordance with Service Manager policy and procedures.
• Prepare a new move-in tenant file including lease agreement and all required documentation and information; arrange appointments with caretakers for time of move-in and/or to show vacant units to prospective tenants.
• Converse with people at the front counter and on the telephone regarding the offer of accommodation, explaining GSHO policies and procedures.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Qualifications

Education and Training

• Successful completion of Secondary School (Grade XII) education plus additional short, specialized training courses (e.g. business administration, accounting, office administration, etc.).

Experience

• Over one (1) year up to and including two and one half (2½) years of related experience.

Other Requirements

• Knowledge of Housing Services Act and Regulations, GSHC policies and procedures, and Residential Tenancies Act.
• Knowledge of Community Housing.
• Good analytical and mathematical skills to implement proper rental calculations.
• Excellent organizational skills to ensure that rent changes, rent adjustments, and lease renewals are processed according to legislated requirements and rent calculations/adjustments are processed efficiently and correctly.
• Excellent communication and interpersonal skills in order to deal effectively with residents, employers, and agencies, and maintain a favourable public image of Housing Operations.
• Ability to work independently and effectively, and to meet numerous deadlines.
• Knowledge of computer software and administrative systems in a Windows environment (e.g. Word, Excel, YARDI, information input and retrieval).
• Excellent use of English, verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance, and former employment history.
• Physical capability to operate a vehicle safely, possession of a valid driver’s licence and an acceptable driving record, will be considered an asset.

Competencies

Competency Library - Level 1 Proficiency

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $29.07 to $32.74 per hour (subject to review). The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

• Subject to review: The group level and salary range are preliminary and will be confirmed following completion of the formal job evaluation review, in accordance with the City’s salary administration procedures.

Live outside Canada or new to Canada?

The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)