Clerk Grade 2, Community Safety Unit

at  Toronto Community Housing

POSITION SUMMARY

The successful candidate will perform varied administrative duties and specialized clerical functions, and will be an important part of a cross-functional records management team. The successful candidate must complete and pass fingerprinting and a Level 4 background check prior to beginning work (to be facilitated by the Community Safety Unit). Fingerprinting and the background check are mandatory for this role.

• Report to Manager of Business Planning and Support and assist / support the Specialist of Quality Assurance or designate
• Conduct daily or regularly scheduled comprehensive audits of the CSU’s records management systems (including Niche and other databases); sending records for editing as required.
• Assist the Quality Assurance Specialist and Niche Domain Administration Team with other administrative responsibilities, as required
• Create and post documents to SharePoint at the direction of the Niche Doman Administration Team.
• Create and post updates to the internal learning portal at the direction of the Niche Doman Administration Team.
• Update the Niche Training Manual and conduct regular reviews to ensure accuracy.
• Assist the Developer and Crime Intelligence Analyst with troubleshooting in Niche and other databases.
• Respond to telephone and email enquiries
• Keep current on appropriate legislation, policies, events, etc., to enable current information.
• Input data (eg invoices, PR, CCN…etc) into computerized database (i.e. CMS, Easy Trac,and other data systems as required, etc) and tracking of document (eg invoice, VAC, CCN….etc) approvals.
• Track vendor costs to ensure payment of all invoices by year end.
• Contact vendors for billing, past due invoicing, quotation verification, and other related items.
• Create various spreadsheets and documents using Microsoft Excel and Microsoft Project and Microsoft office.
• Track, check, update CMS, Easy Trac, and other Data Systems as required
• Create, close, fax and file purchase orders to vendors (suppliers/subcontractors/consultants, Property Management….etc) for the Facility Management/ CSUunit
• Assign purchase orders and work orders to all incoming invoices and distribute for signature.
• Keep ongoing and documented record of work orders, job numbers with description of work.
• Create hard copy files for work orders and jobs that require documentation of material/project information filed.
• Track vendor cost by entering invoices related to specific job into computerized database, construction filing system and reconciling batches.
• Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
• Maintain list for cell phones, file monthly phone usage records, lieu time hours, travel expenses/mileage…etc notify manager of anomalies.
• Prepare and order courier packages for pick-up and delivery.
• Advise response centre, in writing, of emergency contact information and scope of work for all jobs upon commencement.
• Prepare financial reports, vendor and customer files.
• Respond to enquiries from internal and external sources and to appropriately direct documents within the organization.