Do you have solid administrative knowledge, skills, and expertise? Are you looking for an opportunity to apply your skills in a new and challenging way? If so, come join our team at the Community Housing Equity and Supply Unit of the Ministry of Municipal Affairs and Housing.

About Us:

The Community Housing Equity and Supply Unit (CHESU) leads policy development aimed at maintaining existing supply, increasing new supply, protecting the quality of community housing, and the implementation of an equity lens across housing-specific policies and programs. Through stakeholder engagement and coordination across partner ministries and the federal government, the unit contributes strategic and technical advice and planning on a diverse range of files related to community housing such as energy, insurance, etc. Moreover, to maintain and grow the existing supply of community housing, the unit manages legacy community housing projects and is responsible for the renewal and administration of social and supportive housing mortgages.

Want to learn more? Join us!

Microsoft Teams:

August 8, 2024 from 12:30 pm to 1:30 pm

Meeting ID: 286 162 318 682
Passcode: tcvJVX

Remember to add this event to your calendar.

**This session is optional and will not influence the screening and selection process**

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

In this position, you will:

prepare and coordinate various documents (e.g. correspondence, briefing notes, reports, spreadsheets, presentations etc…);
maintain appointment schedules/calendars and make arrangements for meetings, conferences, and educational programs;
maintain attendance records for staff; prepare and submit travel expense claims, check invoices for accuracy against purchase/requisitions; prepare monthly/annual reports on vehicle operation (e.g. mileage/maintenance costs); verify reports and reporting discrepancies;
set up and maintain electronic and manual filing systems; log, track, open and distribute incoming mail;
maintain office equipment (i.e. photocopier, printers, fax machines, reporting malfunctions; maintain assets inventory of furniture and equipment);
prepare, format, and coordinate various mortgage documentation including renewal packages and documents;
coordinate the compilation and consolidation of information from internal and external sources by corresponding with current lenders, Canada Mortgage and Housing Corporation (CMHC), Service Managers, and housing providers; and
verify and update new mortgage data (e.g. new renewal amounts, lenders, rates and remaining authorization periods of mortgages) on the database, ensuring the database is kept current.

How do I qualify?

Administrative Knowledge and Skills:

You have knowledge of administrative processes and procedures in order to perform various administrative tasks and duties such as preparing/supporting briefing materials, letters, travel expense claims, checking invoices, maintaining appointment calendars and making travel and accommodation arrangements.
You have demonstrative experience working with electronic data/file management and bring-forward systems to input and retrieve data and files.
You can maintain office equipment (i.e. photocopier, printers, fax machines, reporting malfunctions; maintain assets inventory of furniture and equipment).
You have arithmetic skills to prepare mortgage renewal spreadsheets and packages, amortization schedules and to maintain accurate financial account records.

Analytical, Coordination and Organizational Skills:

You can identify, analyze, investigate, and resolve inaccuracies in financial account records.
You can track requests and correspondences from internal and external stakeholders.
You can coordinate meeting arrangements and maintain calendars and schedules.
You can proactively assess competing priorities and ensure timely completion of work assignments in a high-volume environment.

Communication and Interpersonal Skills:

You can respond to general/routine inquiries from stakeholders.
You can liaise with external and internal agencies (e.g. lenders, CMHC, Service Managers, housing providers, etc.) to obtain information regarding the refinancing of projects.
You can prepare and proofread spreadsheets, reports, briefing notes, presentations, mortgage renewal packages, and correspondence.

Computer Skills:

You are proficient with software applications including MS Office Suite (Word, Excel and PowerPoint, email, electronic calendars), internet, databases, and graphics to prepare correspondence, reports, renewal packages, and spreadsheets, and manage schedules and calendars.

Additional Information:

Address:

1 English Temporary, duration up to 12 months, 777 Bay St, Toronto, Toronto Region

Compensation Group:

Ontario Public Service Employees Union

Understanding the job ad - definitions

Schedule:

3.7

Category:

Administrative and Support Services

Posted on:

Friday, July 26, 2024

Note:

T-MA-215619/24

Ministry of Municipal Affairs and Housing jobs

Administrative Assistant