Administrative Assistant

Job Title: Administrative Assistant

Wage: $30.32 - $32.80 hourly (2025)

Reports To: Program Supervisor, Kawartha Lakes-Haliburton Housing Corporation

Department: Human Services

Location: Lindsay, ON

Hours: Normal Working Hours 35 hours per week

Other: General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required.

NOTE: This posting is open for the first three (3) working days (11:59 pm April 8, 2025) to permanent employees who currently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant; otherwise, the seven (7) day posting period will be honoured and all qualified applicants will be considered.

Essential Job Duties for KLH Housing:

• Serve as point of contact for tenants inquiries, including assisting with the coordination of tenant meetings and community events.
• Support in the administration of tenant intakes, application processing, lease-related documentation, and administering the biennial tenant survey.
• Maintain tenant records, service requests, Key Performance Indicators (KPIs), and dashboards using relevant software.
• Support billing, collections, and reporting processes.
• Assist in reviewing and updating KLH policies, procedures, and tenant-related documentation.
• Maintain the KLH website, internal databases, and communication platforms.
• Assist staff in administrative processing and efficiencies in day-to-day workflows.

General Administrative Duties (incumbents may not perform all of the listed duties):

• Provide information in response to requests from the public and provide information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service.
• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication.
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment.
• Act as a division liaison with Finance and generate required purchase orders, change order requests, etc.
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems.
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements.
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval.
• Review all incoming correspondence by mail, fax and courier, obtain background information, and forward on to the appropriate staff.
• Compose letters and correspondence for signature and prepare reports and agreements as required; proofread for accuracy, grammatical errors and completeness.
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager.
• Maintain and update multiple department databases and provide related information and reports.
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division.
• Research information and manage/assist with special projects.
• Provide backup administrative assistant support to other divisions within the Department.
• Support a variety of division-related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.
• Occasional travel is required to attend meetings and training.
• Perform other related duties as assigned.

Qualifications:

• Post-secondary diploma in Office Administration or a related field.
• Minimum three (3) years of related experience, preferably in a community rental housing environment.
• Strong interpersonal and communication skills to effectively manage and deescalate situations involving vulnerable clients/residents/customers. Includes the ability to remain calm, assess the situation and employ sensitivity, empathy and patience in handling individuals who may be experiencing emotional distress, crisis situations or other challenges.
• Experience working with and the ability to interact sensitively, respectfully, empathetically, and non-judgmentally with people with diverse backgrounds; identities; cultural, religious, and personal practices and beliefs; and needs and issues related to income, physical, mental, and emotional health and well-being.
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion.
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization.
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands.
• Excellent written communication skills with attention to detail and accuracy.
• Excellent organizational and administrative skills with the ability to work independently and in a team environment.
• Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management.
• Demonstrated ability to understand and abide by municipal policies and procedures.
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software.
• Upon a conditional offer of employment, an acceptable Criminal Record Check will be required.

Accommodation:

Accommodation requests will be reviewed on an individual basis in compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) and any other Federal or Provincial legislation.