Program Assistant

6 months ago

Kitchener, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Provides customer service to social assistance recipients/applicants, the public, staff, and community agencies. Provides administrative and clerical support to divisional staff and public. Enters and records related data.

**Duties/Responsibilities**:
Provides client service by responding to questions from clients, the public, divisional staff, employers, legal, insurance companies, Provincial Ministries and community agency representatives (phone, online, correspondence). Maintains programs inboxes. Takes messages and forwards urgent requests.

Prepares and maintains forms, reports, memos, agendas, minutes, letters, vendor request invoices, and templates. Provides information to stock resource library. Assists to copy/prepare/update group materials. Assists to set up for meetings and events.

Maintains filing system per provincial/divisional/corporate policies and procedures. Creates, searches, retrieves, transfers, tracks, and arranges off-site file storage.

Troubleshoots problems with computers and office equipment and requests technical service and support when appropriate.

Schedules client appointments, staff availability, volunteer orientations, workshops, staff training and meetings, and promotional advertisements in local media. Books interpreters. Updates external website.

Collects and enters information to municipal/provincial/federal databases and reviews information for completeness based on criteria. Gathers and distributes information from external/internal databases and information sources to support program operations.

Orders and maintains office supplies.

Collects and reports data from multiple sources for program reporting as required by Municipality and Provincial programs.

Prepares requisitions for payment of goods/services, obtains signatures, and forwards to Finance for processing. Maintains bus tickets and petty cash. Creates, receives, processes, and reconciles invoices from/to vendors and service providers. Receives, tracks, and forwards cheques to Finance. Monitors, reconciles, and forecasts operating expenses for program budgets, using the corporate financial system. Runs related reports for management. Has a p-card for program purchases.

Has contact with clients, community agencies, pharmacies, dental clinics, lawyers, provincial staff, police, and the public to provide customer service, respond to questions regarding program information and procedures, schedule sessions, and confirm/exchange information. Places and follows up on orders with service suppliers.

Backs up other administrative staff as assigned.

Performs other duties as assigned.

**Knowledge, Skills & Abilities Required**:
Knowledge of office procedures, word processing, reading, math, and writing skills acquired through a grade 12 education plus 3 years of related experience (or equivalent combination of education and experience).

Knowledge of and ability to follow corporate policies and procedures, and legislation (e.g., social assistance, privacy and freedom of information).

General knowledge of other social service, employment, and community service agencies to refer clients.

Ability to perform work accurately and meet deadlines.

Communication and customer skills to provide client service (answer questions over the phone, in writing); and participate as an effective team member.

Computer skills with ability to use software such as Microsoft Office; municipal/provincial/federal databases; a document management system; and the internet.

Ability to occasionally travel within Waterloo Region.

Ability to support and demonstrate the Region’s values.

We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4

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