Program Assistant

2 weeks ago


Waterloo, 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 Opportunity**:
**Duties/Responsibilities**:
approval. Requests and enters customer numbers for billing.

Compiles information for Finance to prepare client invoices and payments to agencies and providers. Reviews/reconciles caregiver attendance records per schedules and submits to management for approval. Investigates billing/adjustment questions from Finance and resolves discrepancies.

Calculates funding eligibility for agencies based on set formulas. Reviews financial documents and reports to verify funds were used per contract agreements for initial and ongoing payments. Calculates under/overpayments and follows up with agencies regarding same.

Enters data and attendance information for the Boards of Education extended day programs. Reviews and verifies attendance information and enters into provincial system.

Maintains program data and information in provincial and related systems. Assists management in the preparation of program data/reports.

Provides support to agencies, caregivers, and Boards of Education staff (e.g., entering online attendance records, program policies, procedures, funding calculations). Provides orientation/

training to same as required.

Provides administrative support for the Division (e.g., takes minutes, registers participants for workshops/events). Formats, transcribes, proofreads, edits, and creates/drafts documents (e.g., correspondence, agreements, presentations, reports) for management approval as required.

Processes mail, staff mileage, and p-card statements. Processes membership fee payments from member agencies and sends out membership packages.

Maintains office supplies, equipment, and program resources (e.g., places orders, arranges servicing/repair). Contacts suppliers for price quotes/orders.

As records assistant, maintains files, assists staff with information requests, and follows corporate standards for storage, retrieval, and disposal.

Performs related duties as assigned.

**Knowledge, Skills & Abilities**:
Knowledge of office and administrative procedures, math, word processing, and communication skills acquired through a grade 12 education plus 2 years of related experience.

Knowledge of and ability to comply with policies, procedures, and related legislation and program guidelines (e.g., privacy, funding). Knowledge of other social service and community agencies.

Communication and interpersonal skills to relate effectively and provide customer service, program information, and respond courteously and professionally to clients and agencies; explain and instruct agencies in completing documentation; exchange information with program and finance staff to resolve billing issues; and participate as an effective team member.

Ability to read and interpret child care attendance registers, funding information/guidelines, agreements, fees/rates, policies, and procedures. Ability to write and update forms, records, reports, spreadsheets, presentation materials, correspondence, and standard letters and contracts.

Computer skills with ability to use software such as Microsoft Office (including Excel), and provincial/program systems (e.g., Ontario Child Care management system, web record of attendance, OneList, portal for document upload). Ability to develop data reports, graphs, spreadsheets, tables; and merge documents.

Ability to travel within Waterloo Region.

Ability to support and demonstrate the Region’s values.

We invite internal applicants to APPLY ONLINE through the HR Portal by 11:59 p.m., by the closing date.

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 519-575-4608 to request an alternate format.


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