Program Assistant

3 weeks ago

Waterloo, Canada Region of Waterloo Full time

Program Assistant (Child, Dental & Family Health)

**Job Number**:1879

**Job Type**: Full-Time
**Location**: 99 Regina Street, Waterloo, ON
**Number of Positions**:1
**Department**: Child, Family and Dental Health
**Division**: Public Health and Paramedic Services
**Hours of Work**: 35, Monday to Friday, 8:30am to 4:30pm (2 days a week in office, with flexibility for additional days to attend meetings and meet program needs)
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 005
**Salary Range**: $28.21 - $31.92 per hour**Posting Date**:November 5, 2024**Closing Date**:November 12, 2024**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Provides program and administrative support to management and staff, Family & Community Resources F&CR. Provides customer service to clients, staff, and the public. Acts as a program resource to staff regarding file management and computer software.

**Duties/Responsibilities**
- Provides administrative support to management and staffF&CR. Creates, transcribes, formats, and edits documents (e.g., agendas, meeting minutes, manuals, forms, client charts, letters) and circulates for signature/approval by deadlines.
- Responds to inquiries from the public, government agencies, other health units, departmental, and other Regional staff. Takes messages/transfers calls to staff, including those requiring immediate assistance. Refers the public to resources.
- Collects and enters data into databases (e.g., internal, Provincial, web-based); follows up with program staff for missing information; and runs related reports. Creates and maintains spreadsheets to support program planning and forecasting requirements. Summarizes data using information graphics. Creates and maintains contact lists for the program.
- Coordinates logistics for meetings, events, and workshops (e.g., reserves meeting rooms/venues, purchases food, organizes catering, registers attendees, books, sets up/takes down equipment).
- Designs and develops materials for program services and staff (e.g., forms, templates, presentations, promotional materials) for approval. Maintains program resources (e.g., intake packages).
- Obtains price quotes, processes invoices, purchase requisitions, and credit card statements within deadlines. Monitors, reconciles, and forecasts operating expenses for program budgets, using the corporate financial system. Investigates financial discrepancies with Finance/suppliers and provides regular updates to management. Runs related financial reports for management.
- Acts as a resource to program staff for administrative procedures. Makes recommendations and provides input as required regarding the development of new/revised administrative procedures, systems, and protocols. Maintains position/operating manual and job task summaries.
- As Records Assistant, maintains records management systems. Assists staff with information requests and follows corporate standards for file storage, retrieval, and disposal.
- Creates, tracks, and maintains courses, workshops, and events in the training registration system for the Division. Registers staff for orientation/training sessions.
- Processes mail, registered mail, and arranges for courier service.
- Keeps keys for program/storage areas and unlocks/secures doors, as required. Submits facility work orders, as required.
- Participates in and provides input at meetings (e.g., divisional, program, support staff, work group).
- Orders, maintains, and tracks an inventory of program supplies (e.g., bus tickets, taxi vouchers, forms).
- Has a purchasing card to support program needs, as authorized by management.
- Troubleshoots/ arranges servicing of office equipment and furniture, as required.
- Participates in emergency response activities per the prescribed role in the department’s emergency response plan.
- Backs up other departmental Program Assistants, as required.
- Performs related duties as assigned.

**Knowledge, Skills, and Abilities**
- Knowledge of office and administrative procedures, bookkeeping systems, word p

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