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Title Services Administrative Assistant



Company: Ontario Aboriginal Housing Services
Job Type: Permanent Full
Posting Closes: 8:00 am January 29, 2018

Position: Titles Services Administrative Assistant Closing: 8:00 am January 29, 2018
Term: Full time Interviews will be scheduled as applications are received
Ontario Aboriginal Housing Services (OAHS) provides safe and affordable housing for urban and rural Aboriginal people in Ontario. Our Vision is “to lead the design, development and delivery of sustainable and culturally appropriate housing that promotes excellence in the Aboriginal community and organizational infrastructures”
Services provided throughout the province, from our head office located in Sault Ste. Marie and satellite offices in other communities, include:
• Approximately 1800 subsidized housing units; and
• Provision of an assisted homeownership program providing down payment and home purchases assistance and an assisted homeowner repair program.
We are currently seeking an experienced real estate/legal assistant to join our Corporate Services team located in Sault Ste. Marie as a Titles Services Administrative Assistant (TSAA).
Under the direction of the Title Services Manager, the successful applicant will primarily be responsible to provide administrative and clerical support including accurately preparing a wide variety of legal documents, affidavits, and associated correspondence, reports and spreadsheets, data entry, and maintaining various data bases. The TSAA will also be required to work closely with clients, internal staff and external parties.
Duties and responsibilities will include, but not be limited to, the following:
• Supporting OAHS’s mission and vision and contribute to the achievement of the corporate strategic plan;
• Prepare various legal documents, affidavits, and associated correspondence including mortgages/charges, discharges, sale agreements, releases, Bankruptcy forms (proof of Claim), Foreclosure documents, and real estate closing documents
• Maintain computer databases through accurate, timely data entry
• Maintain document files and associated correspondence
• Assist in preparation of monthly reporting requirements and completing departmental invoicing
• Assist in the negotiation of special payment arrangements and monitoring payments
• Assist Manager with interviewing clients, witnesses, and other related parties as required
• Assist researching property title records as required
• Assist with various home owner and home repair programs by completing and analyzing name and/or title searches, preparing documentation, meeting with clients to review documents, responding to questions and obtaining signatures, registering documents and reporting to clients, lawyers and Manager
• Work closely with Management, staff and other departments on various day-to-day activities/assignments
• Assist in monitoring legislative, and regulatory amendments, and notifying Manager of any noted compliance issues
• Maintain and ensure confidentiality of all client and departmental information
• Maintain a professional appearance, demeanour, and attitude at all times
• Use effective interpersonal skills to communicate sensitive information
• Attend workshops, professional development, and continuing education opportunities to further develop working knowledge and skills;
• Other duties as assigned.
The successful candidate will have the following qualifications and skills:
• Two to three years of related experience
• Post-secondary Degree or Diploma in a related field (Law Clerk, Legal Office Administration, etc.) is preferred
• Strong knowledge of basic legal concepts, principles, and terminology
• Working knowledge of real estate laws and terminology would be an asset
• Ability to read, interpret, and apply legal documentation, laws, and legislation
• Knowledge of applicable legislation and regulations, and ability to interpret and comply with same
• Proficiency in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Working knowledge of Titles specific software (eg. Teraview, Conveyancer, etc.)
• Ability to prioritize and manage conflicting demands and to work under pressure
• Demonstrated expertise in legal and corporate research techniques using both print and electronic resources would be an asset
• High flexibility with strong interpersonal skills
• High level of integrity and work ethic and the ability to handle sensitive or confidential information with tact and discretion
• Aboriginal cultural awareness and sensitivity

Conditions of Employment:
• Ability to travel as required (limited)
• Ability to work varying hours/days (limited)
• Valid CPIC clearance (Criminal Records Check) and/or Vulnerable Sector check
• References
• Current valid Ontario Driver’s Licence and safe driving record preferred
• Full use of a safe, reliable vehicle, preferred.

Your application letter and current resume must be received no later than 8:00 am January 3, 2018
Please apply using one of the following two options:
• Email to HRSSM@oahssc.ca or
• Mail or hand-deliver to: Racheal Spina
Human Resources and Payroll Associate
Ontario Aboriginal Housing Services Corporation
Attn: Human Resources
500 Bay Street, Sault Ste. Marie ON P6A 1X5

This competition is open to internal and external candidates. In meeting the objectives and vision of the organization, preference will be given to individuals of First Nation, Métis, or Inuit ancestry, who self-identify.

The continuation of this position is subject to funding renewal.

We thank all candidates who choose to apply, however, only those selected for an interview will be contacted.


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Contact Ontario Aboriginal Housing Services (OAHS)