Tenant Services Clerk - 18 Months

BASIC FUNCTION

This position reports directly to the Tenant Services Housing Manager and is responsible for providing administration support for geared-to-income applicants and tenants for the Housing Services Division.  The Tenant Services Clerk is also responsible for a specified portfolio of units from the County of Wellington’s Social Housing Programmes.

PRINCIPAL RESPONSIBILITIES

Under the guidance of the Tenant Services Housing Manager, the Tenant Services Clerk has the following duties and responsibilities:

• Complete notifications and forms for tenant move-in processes, enter in Yardi and other databases, and generate move-in confirmation letters.
• Calculate monthly rental rates for new and existing tenants, obtaining required income, household and other supporting documentation and forwarding to Tenant Services Housing Coordinator for approval.
• Generate leases, ensuring accuracy of relevant information and forward to management staff for authorization.
• Arrange lease signing meetings for Tenant Services Housing Coordinator and ensure Tenant Services Housing Coordinator, Maintenance Coordinators, and Building Custodians are advised of the meeting details.
• Set up tenant documentation complete with lease signing packages, keys and required documentation for Tenant Services Housing Coordinator.
• Maintain an accurate lease renewal tracking and monitoring system as per requirements under the Housing Services Act and Regulations.
• Determine the correct monthly income of tenants, calculate rents based on income in accordance with appropriate rent scales under the Housing Services Act and Regulations, as well as the County policies and guidelines.
• Calculate tenant rent adjustments, verifying income, household and other required documentation from employers, tenants, public and social agencies.
• Provide onsite support for tenants who are required to submit documentation for annual reviews.
• Contact tenants, social service agencies, employers, financial institutions, federal/provincial government offices to confirm documentation received from tenants and follow-up for missing documentation.
• Review and prepare more than average complex rent calculation documentation, and submit to Property Services Officer(s).
• Complete rent adjustment processes to record rent charges and adjustments and submit to Tenant Services Housing Coordinators for approval.
• Prepare Residential Tenancies Act notices/applications.
• Organize work requirements to meet multiple deadlines to legislative requirements.
• Other administrative duties as assigned.

MINIMUM QUALIFICATIONS

• High school graduation, plus an additional programme of over one and up to two years or equivalent in business administration, accounting or related field. 
• Over six months related experience in business administration, accounting functions and human services. 
• Experience with accounting procedures and excellent mathematical skills.
• Knowledge of the Housing Services Act and Regulations, Residential Tenancies Act and other related legislation.
• Ability to apply established methods or procedures, such as referring to legislation and guidelines to assist with completing rent calculations.
• Excellent customer service skills and the ability to work with a diverse client group in a professional manner.
• Strong organizational skills with the ability to maintain accurate records.
• Well-developed written and verbal communication skills.
• Ability to maintain confidentiality.
• Working knowledge of Microsoft Office and database software. 
• Knowledge of community agencies would be an asset.