Position Summary:

Under the supervision of the Director of Housing, the Administrative Assistant – Housing (AAH) is a competent individual committed to IRCOM’s vision and mandate to empower newcomer families to integrate into the wider community through affordable transitional housing, programs, and services. This staff is a detail oriented, efficient and resourceful individual with strong interpersonal, organizational and administrative skills, able to meet the challenges of working with a culturally diverse group of community members. The ideal candidate will be able to multi-task in a fast paced environment prioritizing tasks and executing them to a high degree of accuracy. The AAH will exhibit and uphold core values of respect, non-violence, equality, and team work.

Objectives:

The objective of the AAH position is to ensure effective, efficient and accurate operations of IRCOM House Inc. through the support of the housing team. Furthermore, the AAH is responsible for providing IT support services to the whole organization and working in cooperation with all staff members within the mission, strategic goals and objectives, policies and procedures of IRCOM. This position is integral to the success of the organization.

Housing Support:

• Meet with potential tenants, explain IRCOM’s application process and criteria
• Receive tenancy applications, screen for eligibility, enter data and place on waitlist
• Monitor waitlist and select new tenants from the IRCOM database in accordance with the IRCOM
• Housing Policy and inform relevant staff of move in dates
• Assist the House Manager with initial housing needs, such as walk-through, orientations, move-ins, as well as suite inspections as needed
• Educate tenants on tenant rights and responsibilities in Canada
• Compile data as required for the completion of all housing related MHRC requested reports
• Perform rent related duties (rent collection, deposits, receipts, annual rent reviews and lease signing, rent calculations)

Tenant Relations:

• Mediate complaints and conflicts involving IRCOM House tenants
• Respond to problems of noise, cleanliness, suite maintenance, etc
• Help IRCOM tenants understand pest management procedure, suite preparation instructions and follow up to minimize infestations
• Design and deliver, in collaboration with the Director of Housing, relevant home maintenance, RTB
• Rights and Responsibilities, Housing Options workshops and training to tenants

Next Stage Housing:

• Liaise with EIA with respect to tenant transition to next stage housing
• Provide and support tenants in completing MB Housing and other next stage housing applications
• Facilitate a smooth move out process in collaboration with relevant staff including set up of Tenant Exit Interviews with the Director of Housing or the Director of Programming
• Provide tenancy references as requested
• Prepare and deliver tenancy related documents as required by the Residential Tenancies Act
• Attend RTB hearings and mediations on behalf of IRCOM House Inc.

IT Support:

• Create an IRCOM IT Strategy, including inventory of all IRCOM hardware, software, licenses, etc
• Maintain and update the IRCOM website
• Assess and implement future IT needs
• Maintain listserv
• Maintain a functioning database for IRCOM Inc & IRCOM House Inc.
• Provide computer support to all staff by trouble shooting, assisting with maintaining functioning technology in the office, liaise with volunteer technical support
• Ensure telephone system, internal server and other technology is operational
• Maintain office equipment and call contractors when repairs are required

Communications & Reporting

• Maintain and provide updated tenant rental and demographic information, including current rent calculations and parking information
• Organize contributions for, put together and deliver, IRCOM’s monthly tenant newsletter
• Issue letters of correspondence on behalf of IRCOM House Inc
• Oversee the parking lot and handle tenant complaints and concerns
• Meet weekly with relevant staff to ensure strong cross-departmental communication

Qualifications:

• Post-secondary education or diploma plus a minimum 2 years direct administrative experience OR equivalent combination of education and experience
• Demonstrated knowledge of the Residential Tenancies Act and procedures in the
• Residential Tenancies Branch
• Experience working in a housing facility
• Strong organizational skills and the ability to prioritize work
• Strong written and oral English communication skills
• Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets
• Excellent cross-cultural and team work skills
• Ability to work with people from diverse cultural backgrounds
• Strong understanding of the immigration process and challenges
• Must be open-minded, resourceful, highly motivated, creative and independent
• Demonstrated strong commitment to supporting and empowering the newcomer community through previous volunteering / community involvement
• International education/experience is recognized
• Newcomer experience is an asset
• Knowledge of a second language is an asset
• Must undergo Criminal Record Check, as well as Child Abuse Registry Check

Hours of work:

This is a part-time position for a minimum of 20 hours per week. The AAH’s hours will take place predominantly during IRCOM business hours between 9am and 5pm, Monday to Friday. However, staff may have to work some evenings and weekends. Overtime work is compensated by time and a half off, and must be authorized by the Executive Director.

NB: IRCOM Inc. is an Equal Opportunity Employer. Interested applicants can identify themselves as belonging to one of the Visible Minority categories designated by the Federal Government.

Submitting an Application:

Please send a cover letter and resume to the attention of:

Dorota Blumczynska
Executive Director / Dyrektor
Immigrant and Refugee Community Organization of Manitoba (IRCOM)
95 Ellen Street
Winnipeg, MB
R3A 1S8

E: dorotab@ircom.ca
F: 943-4810