Job Posting 84959

Bilingual Housing Administrator
Ottawa Community Housing Corporation
Ottawa area
Ottawa
closes in 28 days (Sun, 31 Jul)
full time - temp / contract  •  $31.86 - $36.73

Bilingual Housing Administrator - (Temp)

 

Ottawa Community Housing Corporation (OCH) is a landlord who provides 15,000 homes to 32,000 residents including seniors, parents, children, couples, singles and persons with special needs within many communities across the City of Ottawa. As the largest social and affordable housing provider in Ottawa and the second largest in Ontario, we manage two-thirds of the City’s social housing portfolio.

But we are no ordinary landlord. We are partner, supporter, and cheerleader in the lives of some 32,000 residents who live in affordable and social housing in Ottawa. Through our vision, mission and values, OCH provides homes that link people in need to supports and services that can help them lead healthy, safe and fulfilling lives. Call Centre, maintenance and community safety services are available to the tenants 24 hours a day, 7 days a week. While we are a non-profit organization, funded by and operating at arm’s length from the City of Ottawa, OCH operates a lean, high-functioning business model, with a social purpose that is well regarded across the social housing sector in Canada and abroad.

The work we do at OCH enables our tenants to fully participate in the socio-economic opportunities of the City.  By joining our team, you will play a vital role in the development of safe and healthy communities.  Together, we build homes and communities that embrace diversity inclusion.

At OCH, we strive to represent the diversity present within the communities we serve. We are committed to engaging employees in creating a workplace culture of inclusion and belonging, where everyone can bring their authentic selves to work and feel valued. Our employees come from all different backgrounds, age groups, sexual orientations, speak a multitude of languages, and share different experiences and perspectives. We would not have it any other way.

OCH has also been recognized as one of the National Capital Region’s top Employers for five years in a row. Click here to learn why: https://reviews.canadastop100.com/top-employer-ottawa-community-housing

We are proud because every day we make a difference!

 

SCOPE OF POSITION

The Housing Administrator reports to the Manager, Tenancy Administration at an assigned Area Office and plays a key role in delivering and supporting a positive tenant experience. The Housing Administrator works as an integral member of the Office team and is responsible for providing a range of tenancy and rent administrative functions, including front office reception services, required activities for new and vacating tenants, the annual income and rent review processes, the resolution of tenant debt matters, parking, transfer requests, and the updating and maintenance of all records for assigned OCH properties.

 

SUMMARY OF DUTIES AND RESPONSIBILITIES

  • Acts as the first point of contact for a wide range of inquiries to the OCH Office, including providing front office reception services
  • Receives and responds to calls and complaints from tenants and the public, documenting calls that require follow-up and directing to appropriate staff or other resources as required
  • Receives and processes rent payments in accordance with OCH policies and procedures
  • Administers tenant parking, including maintaining waiting lists and preparing and sending required correspondence
  • Calculates and adjusts RGI rents for tenants whose income has changed following receipt of appropriate documentation
  • Leads the annual income review process, including calculating RGI rents, gathering and verifying required information, and completing required tenant notices and follow-ups
  • Works as part of a team and supports the proactive prevention and resolution of tenant debt matters
  • Completes all correspondence related to tenancy and rent administration, including supporting the preparation and delivery of notices to tenants as required
  • Completes all required activities for new tenancies, including preparing all required documentation, the signing and clear explanation of leases, collecting first month’s rent, and providing keys and information packages
  • Receives claims of fraud, waste and misuse, and gathers, reviews and documents information in accordance with policies, procedures and guidelines
  • Ensures that tenants are advised of the opportunity to request an Internal Review of decisions as required by the Housing Services Act
  • Reviews and prepares documentation and attends hearings for Internal Reviews related to rent administration, including rent increases and removal of RGI assistance
  • Administers and programs tenant key fobs, including the updating of all required systems and documentation
  • Ensures the timely update and maintenance of physical and electronic records, including records related to tenants, tenancies, housing, rent, parking, complaints, and transfer requests
  • Provides information to tenants on obtaining RGI assistance and forwards the information to the Social Housing Registry in accordance with statutory requirements and established policy
  • Identifies households that will lose RGI assistance and escalates to Tenant Service Manager
  • Receives and processes notices of termination from tenants, including preparing and sending acknowledgement letters that confirm the legal notice requirements for outgoing tenants 
  • Reviews vacating tenants’ files, verifies and advises tenants of any amounts owing, and forwards files for debt collection activity as required
  • Archives former tenant files in accordance with established policies and procedures
  • Provides information to tenants requesting transfers on their housing options, eligibility criteria and the application procedures
  • Identifies households who are over-housed in accordance with legislation and policy and facilitates their placement on the Registry waiting list and/or internal transfer list as appropriate 
  • Receives and documents tenant transfer requests, maintains internal waiting list, and identifies priority if appropriate in accordance with the established internal transfer priority categories
  • Ensures that all rent increase notices for market rent tenants are mailed out in accordance with statutory requirements and established policy
  • Prepares and updates identified monthly and ad hoc reports
  • Prepares and updates intercom and fire safety lists for identified buildings
  • Promptly reports all workplace accidents or incidents and unusual or dangerous work conditions
  • Represents OCH in a professional manner and treats all work related contacts with respect and courtesy
  • Contributes to a positive tenant experience and collaborates with other staff in a team approach to client centered service delivery
  • Works in alignment with OCH values, interests and strategic objectives
  • Performs work in accordance with applicable health, safety and privacy legislation, policies and procedures, and all other legislation, policies and procedures relevant to area of work


QUALIFICATIONS/EXPERIENCE

A typical candidate will have the following qualifications and experience.  Exceptional candidates with different qualifications will be considered at the discretion of the employer if demonstrated experience, knowledge and ability warrant.

  • Successful completion of Grade 12
  • A minimum of three (3) years’ experience working with the public providing customer service, preferably in a residential rental housing context, or working with vulnerable populations
  • Successful completion of training related to rent-geared-to-income administration is preferred
  • Experience working with diverse populations with different needs, abilities and social, economic and cultural backgrounds
  • Experience working as a member of a team


KNOWLEDGE AND ABILITY REQUIREMENTS

  • Familiarity with resources that support our tenants and communities
  • Understanding of the diverse needs, abilities and social, economic, cultural and other factors present in OCH tenant communities, including poverty, disability, mental health, age and cultural diversity
  • Knowledge of records management principles and techniques
  • Knowledge of Excel, PowerPoint, Word, Outlook, database applications, and other standard corporate software
  • Knowledge and understanding of social housing programs and RGI rent policies is preferred
  • Understanding of the values, vision and mission of Ottawa Community Housing and a commitment to support those objectives
  • Knowledge of applicable health and safety legislation, including the rights and duties of workers
  • Must be familiar with all applicable statutory requirements, policies, procedures and guidelines relevant to area of work
  • Strong interpersonal skills and a respectful, empathetic and client centered approach to dealing with diverse populations and all internal and external work related contacts
  • Ability to succeed in a client centered service environment, both independently and as a member of a team
  • Ability to read, understand, and interpret policies and procedures
  • Excellent organizational and administrative skills
  • Mathematical skills to calculate total income, RGI rents and prepare monthly reports as well as more complex calculations
  • Demonstrated ability to use computer systems in the performance of work, including for data entry, generation of reports and reviewing information to ensure accuracy and consistency
  • Effective oral and written communication skills with a courteous and efficient manner in person, over the phone and in writing
  • Effective conflict resolution skills and an ability to remain calm and in escalated situations
  • Works in a confidential manner and demonstrates tact and diplomacy when dealing with sensitive issues
  • Ability to meet deadlines, work under pressure and maintain self-motivation

 

LANGUAGE REQUIREMENTS

  • Oral fluency, reading and writing abilities in English are required. 
  • Oral fluency, reading and comprehension in French are required. 
  • An ability to speak additional languages commonly used by OCH tenants is an asset


OTHER REQUIREMENTS

  • Security clearance is required


WHY WORK WITH US

Ottawa Community Housing (OCH) has been named the National Capital Region’s Top Employer for the past four years in a row and Canada’s Most Admired Corporate Cultures in 2020.

OCH provides a comprehensive compensation and benefits package to our employees, including:

  • A commitment to work-life balance and access to alternate work arrangements
  • 100% employer paid medical and dental benefits including a healthcare spending account for flexibility in benefit coverage
  • A defined benefit pension with the Ontario Municipal Employees Retirement System (OMERS) where the employer matches the contributions of eligible employees
  • 33 days off in your first year of employment, including a combination of:
  • Vacation leave
  • Special leave
  • Personal day
  • Designated holidays
  • Pregnancy and Parental Leave top up for eligible employees
  • Access to a comprehensive employee discount program including corporate GoodLife Fitness membership
  • Career development opportunities


OCH is committed to providing accommodations for people with disabilities. If you require an accommodation, please notify Human Resources and  we will work with you to jointly address your needs.

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