Clerical Support Worker - Early Learning and Child Care

Approximately 3 months

POSITION SUMMARY

To respond to all service provider inquiries in a professional and facilitating manner, and provide administrative support functions to assist in the efficient delivery of programs and services.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Provide administrative support functions to multiple Program Supervisors and Managers which includes:

• Records maintenance (typing, filing, labelling, tabbing, etc.).

• Filing and maintaining inactive and/or archived files following records retention requirements.

• Date stamping, sorting, and distributing incoming and outgoing mail.

• Shredding as requested by Program supervisor(s).

• Preparing orders, monitoring, stocking and distributing office supplies and forms.

• Reporting any necessary maintenance related to office equipment or safety requirements.

• Developing and maintaining contracted service provider governance files.

• Contacting service providers regarding missing file items (i.e. proof of insurance, list of board members, etc.).

• Compiling required documents for inclusion in annual service provider contracts.

• Mailing annual contract packages.

• Tracking all contracts and all related reports and documents in accordance with established timelines for each.

• Following up with service providers regarding missing items (i.e. schedules, signatures, etc.).

• Tracking all reconciliation, quarterly and year-end reports from service providers.

• Apprising supervisor(s) of missing documents and attempts made to obtain same.

• Photocopying large quantities of material, as directed by supervisor(s).

• Populate PD and meeting events in ActiveNet. Prepare reports, registration lists, name tags etc.

• Assist with re-scheduling CCR appointments as required.

• Keep up to date and accurate multiple contact / distribution lists and utilize for related departmental correspondence.

• Manage common email inbox for all CCS requirements.

• Compiling staff manuals as required

• Taking minutes at various meetings as directed.

• Website updates for Children Services.

• Keep track of and maintain anti-spam consents and requests for removal.

2. Develop and maintain good working relationships with office staff, service providers, and the public, which includes:

• Complying with all office procedures.

• Attending staff meetings as required.

• Participating in team activities.

• Participating in issues resolution.

• Assisting where needed when short staffed and/or in emergency situations.

• Responding to all service providers inquiries in a professional, facilitating and timely manner.

3. Utilize current provincial technology in addition to Microsoft Office Programs, email and custom programs used by respective departments. Work with Finance to extract required data for reporting purposes as requested by Supervisor.

4. Maintain a high level of accountability through measurable outcomes.

5. Comply with Provincial and County occupational health and safety legislation, regulations, policies and procedures

6. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

7. Perform other related duties as assigned by Program Supervisor(s), including redeployment in emergency situations.

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Grade 12 plus minimum one (1) year post-secondary certificate in office administration. This job may be considered for educational equivalency in accordance with County Policy.

• Advanced word processing and computer skills, spreadsheet and database application skills with a combination of speed and accuracy.

• Proficient keyboarding skills of 50 - 55 wpm.

• Proficient interpersonal and organizational skills.

• Proficient written and verbal communication skills.

• Proficient mathematical skills.

• Evidence of continuing formal professional development will be considered an asset.

• Knowledge and competency to work with personal computers in a network environment, and office equipment such as, but not limited to, facsimile machine, photo copier, adding machine, scanner etc.

• Knowledge of OCCMS, and database software (or willingness to obtain within 6 months of employment).

• Demonstrated ability to learn the use of various software applications.

• Valid G Class Driver’s License and access to a reliable vehicle.

• Criminal reference check with vulnerable sector clearance.

EXPERIENCE

• A minimum of one (1) year previous related experience.

EFFORT

• Walking, stooping, kneeling, crouching, lifting, or carrying and/or pulling of light weights.

• Ability to work with numerous interruptions in a busy office environment.

WORKING CONDITIONS

• Work performed in a busy office environment.

• May deal with clients in emotional crisis.

• May be assigned to office locations based on operational requirements.

• Provides support to multiple supervisors with competing needs.