Client Service Clerk

**Section**: Children's Services
**Division**: Children and Social Services
**Department**: Community Development
**Initial Reporting Location**: 199 Larch Street

**Job Status**: Limited position
**Estimated Probable Duration**: Seven (7) months (may be extended)

**Affiliation**:Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No
**Range of Pay**: Group 4 $25.53 to $29.16 per hour

**The start date will follow the selection process.**

**Characteristic Duties**: Under the general supervision of the Co-ordinator of Quality and Early Years Programs.
- Direct clients and customers to employees of Children’s Services or to other sections in the Division, or CGS services and/or to appropriate community agencies as required.
- Assist clients with the self-directed on-line registry of the Centralized Wait List System, to find child care programs that will meet their needs; ensure data is entered correctly into the on-line registry; propose options and provide direction regarding the next steps to follow in order to find appropriate child care.
- Reconcile provincial and municipal accounting systems to provide audit trails supporting the accuracy and validity of the subsidy claims with their assigned caseload.
- Monitor claims receivables and record Provincial subsidies and attendance records through Ontario Child Care Service Management (OCCSM) database system, taking appropriate action when issues arise (e.g. contact Case Manager/Centre, send ineligible letter, etc.).
- Maintain child-care client files for ongoing subsidy and update on a timely basis to ensure that all records are up to date and align to Accounts Receivable policies (e.g. overpayments, repayment plans, initiate appeals process, etc.).
- Maintain and approve entries to the EarlyON Child and Family Centre calendar.
- Enter information and update statistical data; (e.g. full fee parent data, scheduled appointments). Maintain and compile monthly, quarterly and yearly customer service statistics using manual and automated systems.
- Enter information and maintain lists of agency attendance at workshops and professional development using appropriate software.
- Review staff availability and schedule appointments. Complete required preliminary documentation (e.g. referrals, including hard copy and electronic forms); input information into database.
- Receive and process client changes by accessing on-line child care management databases to edit clients’ financial and personal information.
- Receive, sort, distribute and send communications and mail.
- Provide clerical support; prepare, transcribe and type memos, minutes, reports or routine correspondence.
- Produce correspondence and reports using appropriate templates and software.
- Maintain client and other file systems and review records for retention or disposal.
- Maintain the accuracy of child care program and child care user information within the child care registry and enter child care license renewal information.
- Organize, maintain, and keep inventory of stock forms and other office supplies and booking of meeting rooms and public spaces as assigned.
- Maintain, monitor and respond to resident inquiries on the CGS Children Services website and social media accounts.
- Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as required.

**Qualifications**:

- Successful completion of Secondary School (Grade XII) Education.
- Minimum two (2) years of related experience, preferably in the social or human services field.
- Knowledge of Child Care services and related services in the community.
- Highly competent in typing and use of mechanical recorders.
- Demonstrate interpersonal skills in dealing with clients, the general public, employers and community agencies in a courteous and effective manner.
- Excellent interpersonal and communications skills.
- Excellent analytical skills to determine the urgency and nature of the enquiries and responding by directing or forwarding the enquiry to the appropriate person.
- Excellent use of English both verbally and in writing is required.
- French verbal and written skills an asset.
- Satisfactory health, attendance and former employment history.

**How To Apply**:
We must receive your resume before 11:59 p.m. on Tuesday, September 17, 2024. For those providing a French language resume, please also include an English version.
- Ensure you attached a cover letter and resume. Acceptable file types are:

.doc
- .docx
- .txt
- .pdf
- .rtf

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

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