Services Clerk; PERIODIC

Job Information

• Job :
  Housing Services Clerk (PERIODIC)
• Union: CUPE Local 5167
• Job Description  #: A11796
• Close date:
  July 2nd, 2026 at 9:00 a.m. (apply at )
• Duration: up to 18 months
• Vacancy type:
  Temporary and permanent vacancies during July 2nd, 2026 – January 2nd, 2027

Reports to a Housing Services Supervisor or Manager. The Housing Services Clerk provides a range of administrative, clerical and financial business duties to support the operations of the Housing Services Division and directly serves clients on the path to stable, permanent housing.

• Performs office administration functions including scheduling/arranging meetings, appointments and transcribing meeting minutes.
• Creates and word‑processes a variety of forms, statements, legal documents (Court Orders and Directions, etc.), reports, proposals, pamphlets, PowerPoint presentations and other types of correspondence.
• Sorts and processes mail, maintains office filing system for confidential client files, records, correspondence and forms.
• Responds to enquiries at reception/phone and via email; engages with individuals involved with the homelessness serving system to identify needs and triage to appropriate internal or external support.
• Accepts applications for Housing Services programs (e.g. Access to Housing, portable housing benefits) and processes eligibility.
• Calculates rent for rent‑supplement tenants and housing‑allowance tenants.
• Conducts annual reviews for eligibility for RGI assistance for households on the Access to Housing Waitlist and Rent Supplement.
• Seeks guidance as needed from internal colleagues or external partners; acts as a public‑relations liaison with the public, participants, staff and community agencies.
• Processes incoming and outgoing communications (verbal, written, electronic), prioritizing and referring to the appropriate person efficiently.
• Escalates cases that require worker review and ensures timely referral.
• Updates and maintains distribution lists such as City of Hamilton agency contacts.
• Creates and maintains records for staff attendance and vacation and participant absence records.
• Creates, establishes and maintains a tracking and monitoring system for reports, data, contracts, logs of assignments, directions and cancellations.
• Ensures timely processing of cheque requisitions, payment runs for vendors, expense claims and reviews accuracy in descriptions, account numbers and availability of funds to comply with procurement policies.
• Performs cash handling duties: accepts payments, issues receipts, manages petty cash, issues payments to vendors and makes bank deposits.
• Performs data entry functions and tracks incoming and outgoing files using computerized tracking systems; generates printouts.
• Maintains logs for manual cheques, prints and receipts; reconciles daily payments, records and maintains cheque inventory; secures all cheques and production equipment.
• Reconciles and monitors recoveries from various programs via People Soft, follows up with staff/management, prepares data for monthly submission to recover program monies from Ministry, and reconciles cheques received in People Soft.
• Reviews purchases to ensure accuracy; under direction of Supervisor/Manager, investigates discrepancies and submits journal vouchers; calculates and monitors outstanding arrears due to the City of Hamilton.
• Populates and searches information in provincial computer databases (e.g. HIFIS, SAMS, MTO, CRA, MECA, SALIS, FCMS, FRO, MAVIS, IHS, TPON), scheduling tools, Outlook and Excel.
• Orders supplies and tracks inventory.
• Collects and compiles data/statistics.
• Liaises with facilities, issues and follows up on work orders.
• Provides backup to other clerks within the Division.
• Assists in training and developing new clerical staff and placement students.
• Conducts planning activities.
• Coordinates and schedules travel accommodations, conferences and professional development.
• Works in accordance with provisions of applicable Health and Safety legislation and all City of Hamilton policies and procedures related to Occupational Health and Safety.
• Performs other duties as assigned directly related to major responsibilities.

• Demonstra…