Program Assistant

5 months 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.

**Description of Duties**:
Provides program and administrative support to program/divisional management and staff. 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 program/division management and staff. 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. Updates program information (content provided by other staff) on website.
- 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.
- Obtains price quotes, budget authorizations, 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.
- Tracks, reconciles, and submits expenses to external program funders for reimbursement.
- Orders, distributes, tracks, and maintains an inventory of program supplies. Has a purchasing card to support program needs, as authorized by management. Troubleshoots and arranges servicing of office equipment and furniture, as required.
- As Records Assistant, maintains records management systems. Assists staff with information requests and follows corporate standards for file storage, retrieval, and disposal.
- Processes 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).
- 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 & Abilities Required**:

- Knowledge of office and administrative procedures, bookkeeping systems, word processing, and communications skills acquired through a Grade 12 education plus 2 years of related experience.
- Knowledge of and ability to follow corporate and departmental policies and procedures, and legislation (e.g., privacy, accessibility).
- Ability to exhibit confidentiality and discretion in handling confidential/sensitive material.
- Time management and organizational skills to collect, compile, and report information for the program; work independently; and adapt to changing priorities.
- Communication and interpersonal skills to relate effectively with staff, clients, and the public; provide program information and respond courteously and professionally to the public, clients, and community agencies; understand and meet the needs of clients in a professional, calm, and supportive manner; per guidelines, and participate as an effective team member.
- Ability to read, understand and edit program docum

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