Clerk, Grade 2 - Building Safety Systems

About Toronto Community Housing Corporation

Toronto Community Housing Corporation (“TCHC”) is the largest social housing provider in Canada and the second largest in North America. We are wholly owned by the City of Toronto and operate in a non-profit manner. TCHC provides homes to over 41,000 low and moderate-income households in 88 of Toronto's neighbourhoods, with 93,000 tenants from many different backgrounds with a diversity in age, education, language, mental and physical ability, religion, ethnicity and race. We are an essential part of the City of Toronto's fabric and social system.

Our over 2,000 employees work to achieve our vision of quality homes in vibrant communities where people are proud to live and work.

What we offer

In addition to competitive compensation and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Three (3) weeks paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

The successful candidate will perform varied administrative duties and specialized clerical functions.

What you’ll do

• Responds to telephone and email enquiries.
• Keeps current on appropriate legislation, policies, events, etc., to enable current information.
• Maintains computerized system/databases by updating percentage complete for work orders and job numbers, ensuring timely progress billing to clients on a daily basis.
• Create work orders, job numbers and quotations on a daily basis.
• P-Card/Credit Card reconciliation, including collecting from trades and matching all invoices to monthly reconciliation report, obtaining lost/missing receipts from account holders or suppliers.
• Inputting invoices into computerized database (i.e. CMS system) and tracking of invoice approvals.
• Tracking 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
• Create, close, fax and file purchase orders to vendors (suppliers/subcontractors).
• Assign purchase orders and work orders to all incoming invoices and distribute for signature.
• Keep ongoing and documented record of work order job numbers with description of work.
• Create hard copy files for work orders and jobs that require documentation of material filed.
• Prepare close-out documents including maintenance manuals, warranties, etc for jobs completed.
• Fleet Management – ARI reconciliation, tool inventory.
• Enter trades hour into computerized database.
• Track vendor cost by entering invoices related to specific job into computerized database and reconciling batches.
• Petty Cash disbursements and reconciliation.
• Prepare correspondence, notices (including translations), letters, emails, and blue prints to be copied and delivered.
• Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
• Maintain list for cell phones, filing monthly phone usage records, 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.
• Prepare documentation for pre-construction meetings, job closings and warranties.

What you’ll need

• Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
• Demonstrated experience using TCHC financial systems with ability to extract and compile data.
• Working knowledge of TCHC’s organizational structure would be helpful in responding to enquiries from internal and external sources and to appropriately direct documents within the organization.
• Demonstrated oral and written communication skills are required to compose correspondence and respond to information requests from a wide range of internal and external contacts.
• Experience utilizing a variety of computerized PC office systems with demonstrated ability in various software products including MS Office and SQL.
• Experience with international craft tradespeople and Collective Agreements would be an asset.
• Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities

What’s next

Once you apply, we’ll review your resume and contact you if we believe your skills and experience will make you successful in the role. If you are selected to move forward, the process will include one or more interviews and/or assessments and reference checks.

Candidates for unionized positions must score a minimum of 70% to pass any interview or assessment and be considered for the next stage of the recruitment process. Successful candidates will be determined based on score and where applicable, union seniority. Not all candidates who score 70% or higher will automatically proceed to the next stage of the recruitment process as this will be dependent on the number of candidates and number of available roles.

Thank you for your interest in Toronto Community Housing

We recognize that people bring experience and talent that goes beyond the technical skills and requirements of a job. If you possess similar experience that is close to what we’ve included in the job postings below, we encourage you to consider applying. We strongly believe that diverse experience, transferable skills, and passion are key!

Once you have submitted your application successfully, you will receive a confirmation email. We encourage you to check out our careers page often, as new opportunities become available on a regular basis.

Our commitment to equity, diversity and inclusion

We are committed to providing equal opportunity to all employees and strive to create a diverse workplace that reflects the cultural mosaic of our great city and the communities we serve. We recognize the value that comes from different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver on our mission to provide clean, safe, well-maintained, affordable homes for tenants.

TCHC is committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, 2SLGBTQ+ persons, and others who can help us provide vibrant communities and make our city a great place to live. In an effort to ensure access to information for people with disabilities, we have noticed that some screen readers do not function properly with our job portal. If you are a person with a disability and are experiencing issues with our job portal and would like access to our job postings in an alternative format, please email your request to our People and Culture Division at [email protected].

Accessibility for applicants

Toronto Community Housing is committed to equity in employment. Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.

We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and Toronto Community Housing’s Accessibility Policy.

If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to our People & Culture department at [email protected] or call our accessible accommodations line at (416) 981 - 4119. Please refer to the job requisition number when you contact us.

We use AI technology through the use of pre-screening questions to assist in the screening process.