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Information Assistant
2 weeks ago
Information Assistant (Infectious Diseases)
**Job Number**:3083
**Job Type**: Temporary Full-Time
**Temp Contract Length**: Approximately 5 months (ending December 31, 2025)
**Location**:99 Regina Street, Waterloo, ON / 150 Main Street Cambridge
**Number of Positions**:2
**Department**: Infomation and Planning
**Division**: Public Health and Paramedic Services
**Hours of Work**: 35 hours per week - Monday to Friday, 8:30am to 4:30pm (hybrid - 2 days in office, 3 days from home)
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 006
**Salary Range**: $30.26 - $34.24 per hour
**Closing Date**:July 16, 2025
**About Us**
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
- Waterloo Region is 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 prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes 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.
**The Role**
- Enters, updates, and maintains data in provincial information systems to track and record immunization records of school students and child care attendees. Supports the enforcement of the Immunization of School Pupils Act (ISPA) and Child Care & Early Years Act. Documents reportable diseases cases within Waterloo Region.**Duties/Responsibilities**
- Acts as the first point of contact for individuals and/or organizations submitting/requesting immunization records. Receives/provides clients with the required information per provincial legislation; works to resolve client issues/complaints, especially during ISPA enforcement activities.
- Reviews student immunization records provided by parents, students, departmental staff, other health units/boards of health, and physicians and follows up with same to clarify/correct incomplete and unclear information, including those outside of the provincial immunization schedule, complex immunization histories, and records from foreign countries. Provides documentation requested by parents, students, or staff for statement of religious/conscience belief affidavit/medical exemption.
- Updates and maintains data in provincial information systems by entering immunization records, reportable disease lab results, associated personal health and identifying information, and processes and distributes related paperwork. Identifies incomplete data and refers paperwork back to the appropriate client or program nurses for review, follow-up, clarification, or completion. Enters infectious disease data in the database as per provincial guidelines.
- Maintains daily listing of entered infectious diseases data to ensure information is easily cleaned and retrieved by division staff.
- Monitors and cleans data (e.g. corrects typos, reconciles duplicates) to ensure accuracy. Runs duplicate reports to investigate and correct duplicate records, and analyses information to ensure that the client record is complete and accurate. Identifies and investigates program problems/errors to determine the cause and impact, and takes actions to correct the error.
- Assists supervisor in planning and implementing school enforcement activities (e.g., running reports, mail-outs, processing client information, resolving concerns, interacting with school board staff) for students not conforming to legislative requirements.
- Provides access to program staff for the immunization records system, and trains other program and divisional staff on accessing information.
- Runs reports for and maintains appropriate files as required by departmental, Ministry, and government staff (e.g., coverage rates).
- Files, maintains, and prepares for storage, source documents for verification of data entry. Ensures appropriate logs are kept up to date, including backups, regular rebuild of the databases, and re-index of the databases when required.
- In the event of data loss, works with supervisor to identify and re-enter lost data. Maintains daily files of work entered to ensure information is available for re-entry.
- Facilitates, schedules, and follows up on data transferred from local boards of education, Ministries, and Public Health Ontario databases.
**Additional Duties/Responsibilities**
- Reviews and verifies the demographic, personal, and immunization/infectious disease information provided; investig
