Program Assistant

1 month ago

Halton, Canada Halton Region Full time

**Program Assistant (Early Years)**:
At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.

Employees of Public Health are expected to provide high quality programs and services including but not limited to sexual health, harm reduction and immunization clinic services by demonstrating respectful, inclusive, non-judgmental values.

**As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.**

**Posting ID**: 2627
**Department**: Health
**Division**: Healthy Families
**Pay Range**: $47,392 - $63,186

**Job Type**: Permanent
**Hours of Work**: 35 hours per week
**Work Location**:Halton Regional Centre - 1151 Bronte Road, Oakville (Health Department)
**Employee Group**: OCT
**Posting Date**:November 30, 2023
**Application Deadline**: December 10, 2023

**Job Summary**:
The Regional Municipality of Halton is seeking a highly motivated Program Assistant to join the Healthy Families Division. In this role, you will provide vital administrative support to the division and Program management teams, staff, and operations.

**Duties & Responsibilities**:
The Program Assistant in our Healthy Families Division plays a key role in supporting our programs. Responsibilities will include:

- Providing administrative support to the Manager, Supervisors, and program staff.
- Delivering excellent customer service to both internal and external customers.
- Assisting the manager/supervisor with administrative processes for agreements.
- Maintaining program confidential files and records, including filing, retrieving, and archiving files in accordance with Regional protocols.
- Providing financial administrative support for the program as directed by the manager/supervisor, including sending invoices for processing and reconciling purchasing card transactions.
- Entry of data into provincial data base systems such as OHISS or ISCIS
- Coordinating transportation assistance for clients and liaising with transportation companies.
- Providing administrative support to program events, workshops, and training programs.
- Assisting with administrative processes to transfer educational/training content from team members into digital/online learning modules.
- Handling telephone inquiries, receiving visitors, screening telephone calls, taking messages, handling replies, and/or directing callers to appropriate areas or departments.
- Maintaining various supply and resource inventories.
- Overseeing external, inter-office, and internal mail systems and ensuring proper functioning of office equipment (i.e., fax machine and photocopier).
- Providing backup coverage to Program Assistants across the Division, as required.
- Performing other duties as assigned.

**Skills & Qualifications**:
**Essential**
- Secondary School Graduation Diploma.
- Minimum of five (5) years' experience in a relevant clerical/administrative support role, preferably in a municipal or healthcare setting.
- Excellent organizational skills.
- Exceptional customer service skills.
- Strong administrative skills.
- Effective interpersonal skills, with an understanding of client needs in a confidential setting and a strong commitment to Equity, Diversity, and Inclusion Experience working independently, and exceptional teamwork skills.
- Strong proficiency with MS Office software (Intermediate level Excel, Word, PPT, Outlook).
- Data entry.

**Preferred**
- Experience with additional software and database systems (e.g. Siebel, Compass, OHISS, ISCIS, DocuSign, Mural, MailChimp, webinar/virtual meeting technology, etc.)
- Experience with software to support the development of e-learning modules, infographics forms and flyers.

An equivalent combination of education and experience will be considered.

**Working/ Employment Conditions**:
**Working Conditions**:
Flexibility to work outside of core business hours, including evenings, weekends, and holidays, is required.
- In accordance with requirements in Ontario Regulation 191/11 - Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs

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