Clerk, Community Safety Unit

What we offer

In addition to competitive wages 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:

• Three 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.

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.

What you’ll do

• 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 Domain Administration Team.
• Create and post updates to the internal learning portal at the direction of the Niche Domain 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 (e.g., invoices, PR, CCN, etc.) into computerized database (i.e., CMS, Easy Trac, and other data systems as required) and track document 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, Microsoft Project, and MS Office.
• Track, check, update CMS, Easy Trac, and other Data Systems as required
• Create, close, fax, and file purchase orders to vendors for the Facility Management/CSU unit
• 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 appropriately direct documents within the organization.

What you’ll need

• Previous experience working in an extensive records management system is preferred
• Knowledge of Niche RMS is ideal
• Experience working in a law enforcement environment is preferred
• Commitment to maintaining a high quality of data
• Attention to small details
• Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
• Working knowledge of TCHC’s and the Community Safety Unit’s organizational structure would be helpful
• 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
• Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities
• Experience with Collective Agreements would be an asset

What’s next

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