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Contracts Coordinator

7 months ago

Brampton, Canada Regional Municipality of Peel Full time

**Job Description**:
**Contracts Coordinator**

**Human Services - Early Years & Child Care Services**

**CUPE Local 966**

**Status: 1 Regular Full-time**

**Salary Range: $55,113 to $64,769 per annum**

**Work Mode: Hybrid **
**_see below for more details about this work mode._**

**Location: 10 Peel Centre Drive, Brampton**

**Hours of work: 35 hours per week**

**Who we are**:
Through a collaborative and evidence-based approach, Early Years and Child Care Services (EYCCS) plans, oversees, funds and manages a wide range of services intended to help families and children in Peel access safe and affordable child care and receive the supports they need to thrive. As the region’s service system manager, our goal is to shape an inclusive, accessible, affordable, high-quality and accountable early years and child care system that supports parental choice and promotes child growth and development, making Peel a community for life. The EYCCS Division is responsible for the local planning, funding and oversight of licensed child care services and EarlyON programs in Peel. Through collaboration and advocacy efforts with internal and external partners, we work together to achieve our goals.

**Child Care Subsidy Program**:

- Administer the child care subsidy program which assists eligible low-income families to pay for licensed care for children aged 0-12. Subsidized care may be available in centre-based or home-based child care programs.

**What you will do in this role**:
In this role, you wil provide financial and administrative services as a member of the Human Services Contract team. Functions performed include financial payment processing for the ongoing administration of all external service contracts and purchase of goods in the Human Services Department. This position will be an integral part of providing front line service to internal divisional clients and external Service Providers. Additional responsibilities include:

- Process contract changes/amendments as directed
- Conduct research and audits
- Process payments for contracted external service providers/vendors/agencies through appropriate business technology (e.g.SDMT, Megamations, PeopleSoft) or accounts payable
- Maintain program and service files and manage information and documentation according to the Corporate retention schedule and by-laws and the Ministry of Community, Social Services retention period
- Liaise with Contract Managers, Accounts Payable, Finance Support unit, external service providers/vendor/agency to ensure accurate payments and financial integrity is maintained
- Identify, research and resolve payment discrepancies and reconcile payments made to external service providers/vendors/ agencies
- Maintain monthly program and payment statistical records
- Calculate and report Overpayments
- Calculate outstanding balances and sent balance owing letters
- Use PeopleSoft to create purchase requisitions, prepare express purchase orders (EPO) and maintain EPO tracking system
- Follow up with and respond to external service provider/vendor/agency inquiries regarding payment issues, invoicing, payment adjustments, overpayments, outstanding balances, payment confirmation, stop payments, contract inquires and financial statement extension
- Monitor program and/or vendor compliance with Contract requirements and follow up as required i.e. WSIB/Certificate of Insurance documents and ELS Financial Statements
- Co-ordinate the completion of year end accrual documentation
- Prepare fax award/regret letters for fax quotes
- Administer and maintain contract and payment related tracking systems including master contract list, service agreement tracking log and other program tracking systems
- Invoice matching and entry in PeopleSoft for payment
- Generate attendance lists using appropriate technology and forward to service providers
- Verifies and processes payments to AP and Finance for external service providers and vendors
- Monthly reconciliation of program accounts to Finance
- Maintain files on annual blanket purchase orders

**What the role requires**:

- Completion of secondary school diploma with at least one year post-secondary education in finance or a related field (e.g. Finance, Purchasing, Payroll)
- One (1) year of experience is required, preference in accounts receivable or payable
- Experience with program specific database technology including MegaMations are considered assets
- Mathematical/accounting skills with strong attention to detail and accuracy

**Skills/Abilities**:

- Intermediate skills in Microsoft Office (Word, Excel, Outlook, PowerPoint), Windows, and PeopleSoft
- Organizational skills to function within established office routines and prescribed deadlines
- Solid analytical skills and problem solving skills
- Ability to work in a team environment as well as independently with mínimal supervision
- Ability to learn, retain, and adjust priorities to meet the needs of a continuously changing environment
- Abil