Temporary Tenant Relations Officer

Competencies and Skills:

Education and Work Experience:

• Post-secondary education or formal training in office administration preferred.
• Post-secondary education or formal training in accounting and/or bookkeeping preferred.
• Previous administration experience, preferably within a First Nations environment is preferred; and
• Understanding or willingness to learn of First Nations Governance.

Knowledge, Skills, and Abilities:

• Clear and concise phone manner and communication style both verbally and in writing.
• Organizational skills to effectively prioritize workload and meet deadlines.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to manage confidential information with tact and discretion.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures.
• Ability to work effectively, both independently and as part of a team; and
• Skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, PowerPoint), related databases and Internet.

Responsibilities:

•  Comply with submission of:
  • Criminal Records Check, including Vulnerable Sectors.
  • Current driver’s License and Driver’s Abstract.
  • Oath of Confidentiality; and
• Take direction from Housing & Capital Projects Manager, and/or the Housing Maintenance Supervisor.
• Advise Housing & Capital Projects Manager, Housing Maintenance Supervisor of any deficiencies within the Housing and Capital Projects Departments.
• Provide quality control of the Community Communications to its members from the Housing and Capital Projects Departments.
• Manage tenant and homeowner relations, as per WMFN policies, regarding any housing and/or capital projects requests for housing, implementation, and enforcement of existing housing agreements, and/or maintenance and/or renovations of their assigned residential units.
• Provide procurement assistance in keeping inventory of supplies replenished as needed for Housing, Capital Projects, and Housing Maintenance.
• Other capital projects, housing and housing maintenance administrative duties as requested; and
• Comply with all WMFN Policies, procedures, and protocols.

Administration:

• Create and maintain effective administrative systems and procedures for the Housing & Capital Projects Departments, including central files of all documents for Housing & Capital Projects Manager.
•  Provide issues management support by anticipating, identifying, monitoring, analyzing, and responding to issues effecting the Housing and Capital Projects Departments.
•  Provide quality control of contents, formats and presentations of Briefing Notes, Decision Notes, Monthly Arrears Reports, Band General Reports, Annual General Meeting Reports, and correspondence.
• Assist the Housing & Capital Projects Manager, and Housing Maintenance Supervisor with filing, records management, information gathering, correspondence, communications, minute-taking, procurement, scheduling, reporting, etc. as directed:
• Organize and prioritize material for approval/review and ensure that urgent matters receive the Housing & Capital Manager’s prompt attention.
• Assist with planning and implementing both oral and written communication, edit correspondence, receive advice from other programs, and ensure all relevant staff are kept up to date.
• Prepare membership monthly newsletter with highlights of the month, Housing and Capital Projects reports, contact names for additional information, etc.

Meetings:

• Organize meetings, ensuring agendas are prepared, research completed and the Housing & Capital Projects Manager and/or the Housing Maintenance Supervisor are prepared with appropriate materials and organization are considered; and
• Prepare agenda for meetings, attend and draft minutes, ensuring all outcomes/directives are communicated to the Director of Operations and ensure copies are appropriately distributed.

General Office Duties:

• Liaise with outside agencies and contractors, vendors, and/or delivery personnel, public, membership, clients, and WMFN staff.
• Refer membership inquiries to appropriate department or individuals.
• Ensure Housing & Capital Projects Manager and Housing Maintenance Supervisor have current names and mailing addresses for membership and tenants/homeowners.
• Ensure all work is done in accordance with the West Moberly First Nations Policies, procedures, and protocols.
• Maintain a professional office environment, including tidiness, appropriate recycling, etc.
• Maintain client/member information.
• Verify goods and/or services have been received as requested.

Other Duties

• Reconcile accounts and prepare reports.
• Assist with data entry.
• Maintain capital asset documentation.
•  Other duties as requested.