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Data & Records Administration Specialist

3 months ago

Kitchener, Ontario, Canada Conestoga College Full time

Requisition Details

Support Staff Regular Part-time New Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

Within the department of Co-op, Career & Work-Integrated Learning and reporting to the Career Centre Managers, the Data & Records Administration Specialist is responsible for data management and financial records. The incumbent's key role is maintaining and operating the program data systems, planning, and analysing budgets/financials, as well as monitoring internal processes and data collection systems. The successful candidate applies quality assurance practices and makes recommendations for processes and procedures to ensure Conestoga is in compliance with audits and various government program contracts and guidelines.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with 3 days on-site, and 2 days remote.

Responsibilities:

Establishing Financial Systems & Duties

Understands different funding protocols and revenue-generating accounts Monitors and revises monthly expenditure statements through the College Web-based Financial System (PA1) and verifies completeness of financial records to program data Monitors projected versus actual expenses of non-salary items and disseminates information appropriately Provides cost analysis, identifies trends, and forecasts for expenditures Collects, reviews, and records information for all financial incentives and prepares documentation for manager approval and accounts payable for reimbursement Sends reminders to employer liaison staff regarding outstanding claims or incomplete claim information Responds to employer, participant, or staff inquiries regarding financial incentive payments Collects supporting documentation for payroll to process training support allowances to eligible claimants Ensures documentation is complete as per the program guidelines and Conestoga accounting/payroll processes Works with accounts payable and payroll to correct errors with employers or financial incentive payments Ensures weekly reports are posted to the College intranet for program staff and manager to review and manage disbursement or commitment of funds Verifies the completeness of College financial records to program data at month and year-end

Records Management

In consultation with the management team, develops and implements policy and procedures to ensure adequate and proper documentation of Career Centre activities and appropriate recordkeeping requirements to meet compliance contract standards and Canada Ontario Jobs Grant (COJG) application requirements Standardizes the collection of information across the team for the daily entry and submission of quality and accurate data to the funder Investigates the accuracy and completion of large volumes of data, and monitors, analyzes, and interprets collective reporting across the team Responds to internal and external inquiries for information and recommends course of action that adheres to privacy laws Resolves problems with information management by effective use of software and other information management resources Ensures systems used for creating and storing records are operating, maintained, and backed up to provide access to electronic files throughout their entire lifecycle Analysis of data through the daily report tracking for the team and program managers, monitoring of individual and team results

Canada Ontario Jobs Grant (COJG) Project Management

Manages agreements for COJG ensuring that employers provide all required information to complete the application by communicating with employers, participants, and training providers Provides an analysis of the application against set criteria and recommends for approval by the Manager prior to start date of training Ensures COJG employers, participants, and trainers are eligible under COJG guidelines Organizes, schedules, and completes COJG training monitoring onsite at employer or training locations or virtually. Ensures that COJG training agreements are approved and signed by the Manager prior to the start date of training

Technical Support

Reviews and analyses program guidelines and system/procedural changes for multiple programs and adjusts as the funder makes modifications throughout the contractual agreements Provides technical support and guidance to staff regarding data collection

Qualifications:

Two-year Diploma in Office Administration, Business, Communication, General Arts & Science, Humanities, or other related fields of study Three years of experience using advanced Microsoft Office skills, including data manipulation Ability to communicate correctly and effectively, both verbally and in writing Human relations skills to diplomatically handle situations with clients, College employees, partner agencies, funders, and employers Ability to organize, multitask, and schedule work with speed and accuracy to meet deadlines Time management skills Ability to adapt to change Effective problem-solving skills Ability to establish and maintain manual and electronic filing systems, and maintain confidentiality