Program Assistant

**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 administrative support for the Division. Provides customer service to the public, housing applicants, and tenants (online, phone). Maintains financial information related to rent payments, charges, and arrears for current/former Waterloo Region Housing (WRH) tenants.

**Duties/Responsibilities**:

- Provides administrative support to divisional staff. Prepares and distributes materials (e.g., documents, expense statements/forms, agendas/minutes); photocopies; processes mail and information packages; and maintains mailing/contact lists. Arranges meetings/presentations/ workshops (e.g., catering, information, attendance, room booking, equipment setup, minutes).
- Maintains records and ledger for current/former WRH tenants in relation to rent arrears and related charges. Records, tracks, and updates status (e.g., bankruptcy, maintenance, write-offs, payments). Exchanges information with other staff and collections agencies. Runs reports for management.
- Verifies rent charge reports for month-end in bank account and divisional database; identifies variances; notifies Finance for reconciling adjustments; and confirms adjustments are complete prior to closing month-end. Exchanges information with Finance regarding online deposits, receivables, and write-offs. Provides information related to arrears, policies, and procedures to former tenants and staff at community agencies.
- Makes recommendations for new/revised administrative forms and processes. Assists management/ staff to create spreadsheets and related documents/forms to collect and track program data.
- Maintains divisional documents (e.g., building floor plan, vacation calendars, new staff orientation documents).
- Participates on departmental administrative committees. Updates administrative procedures.
- Assists to maintain the divisional website by uploading and proofreading documents, making sure links work, liaising with content providers, and assigning access.
- Maintains filing systems per divisional/corporate policies and procedures. Creates, searches, retrieves, transfers, tracks files, and arranges off-site storage.
- Orders and organizes copy/resource room space, equipment, and materials. Maintains inventory of equipment and arranges servicing.
- Prepares and tracks cheque requisitions and invoices. Orders bus tickets and gift certificates for emergency use. Maintains petty cash.
- Performs related duties as assigned.

**Knowledge, Skills & Abilities Required**:

- Knowledge of office and administrative procedures, and basic accounting procedures, acquired through a grade 12 education plus 2 years of related experience.
- Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., freedom of information, privacy, housing, bankruptcy).
- Organizational and time management skills to organize and complete work according to changing priorities and deadlines; and maintain records and financial information in general ledger. Ability to seek and obtain information to respond to inquiries.
- Communication and customer service skills to respond to inquiries from the public, current/former tenants, and community agencies; exchange information with other staff/management; and participate as an effective team member.
- Computer skills with ability to use Microsoft Office (including Excel), databases, and Adobe Acrobat (including accessibility compliance tools). Ability to create and maintain spreadsheets.
- Must provide an acceptable police records check (Level 2) for bondability.
- Ability to travel within Waterloo Region.
- Ability to support and demonstrate the Region’s values.

We invite internal applicants to APPLY ONLINE by the closing date.

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. Pl