Client Service Clerk

Job Description
Section:
Children Services

Division:
Children and Social Services

Department:
Community Well-Being

Initial Reporting Location:
199 Larch Street

Job Status:
Limited Position (Bilingual - English/French)

Estimated Probable Duration:
Seven (7) Months (may be extended)

Number of Vacancies:
1

Affiliation:
CUPE 4705 Inside Unit

Hours of Work:
70 hours bi-weekly

Shift Work Required:
No

Range of Pay:
Group 4 - $26.30 to $30.03 per hour

The start date will follow the selection process.
A
vulnerable sector check
is required for this position and will be requested by the Hiring Manager should you be the candidate of choice. Please do not submit your vulnerable sector check with your application.

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.
• Respond to all in person, telephone, mail and email inquiries of a general nature related to services provided by Children Services from clients, community agencies and the general public.
• 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.
• Demonstrate excellent ability related to software applications and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval).
• 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 skills and a good working knowledge of written French is required.
• Satisfactory health, attendance and former employment history.
• Provide, at own cost, a Vulnerable Sector Check.

*Competencies:*
Competency Library - Level 1 Proficiency

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $22.98 to $26.18 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit to apply online.

We must receive your resume
before 11:59 p.m. on Monday, January 5, 2026
. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

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.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada )

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