Program Assistant
Program Assistant
Reporting to the Program Supervisor, Housing Services, the Program Assistant provides a wide range of program and administrative support services to staff and clients which support the delivery of Housing Services program.
What you’ll do
- Provide excellent customer service (in-person and over the phone) by greeting visitors/clients, determining service required, responding to questions, scheduling/rescheduling appointments, and taking messages/re-directing to staff/agencies
- Make appropriate referrals to support clients (i.e. referrals to community housing, employment services, child care subsidy, external community agencies, etc.)
- Identify urgent needs (e.g., evictions, special priority housing
- Provide clients with required program information, forms and applications and assist in completing the forms and applications where needed
- Perform data entry and changes into relevant database(s) to record and validate client information from phone calls and/or personal visits
- Prepare, update and maintain files for new applicants and existing applicants
- Act as a liaison for clients and work to empower clients to advocate for themselves
- Manage Centralized Waitlist (including SPP and BNL)
- Prepare and send correspondence as requested
- Provide coverage and support to team members
- Assist with onboarding of new employees
- Gather information for Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) requests
- Performs other duties as assigned which are related to the responsibilities of the job
- Process cheques/payments within prescribed timelines and complete monthly cheque runs for clients and service providers as required
- Track all program expenditures in Excel
- Upload all housing requests for payment, cheque requisitions
- Accept rental payments as required from tenants
- When required arrange banking deposits
- Other duties as assigned
- Post-secondary certificate or diploma in Social Services, Human Services or a related field
- Minimum one (1) year demonstrated experience providing administrative support
- Previous customer service experience required
- Experience with data entry
- Exceptional customer service skills
- Ability to set up manual and computerized filing systems in accordance with Corporate Records Management
- Knowledge and understanding of supports required in servicing a vulnerable population.
- Knowledge of Rent Café
- Clear criminal reference check
- Valid Class G driver’s license and access to reliable transportation required
- Suitable work from home environment including reliable high speed internet