Community Programs Clerk

The Role

Provides clerical support to the Community Programs Section. Provides general information regarding admissions and financial matters to clients and the public. Enters and maintains client data related to admissions, transfers, and discharges.
 

Duties/Responsibilities

• Enters/maintains client/tenant personal and financial information data and waitlists for all Community Programs in shared electronic databases. Maintains daily census data and runs reports. Prepares applicant files. Exchanges information with community agencies as required using shared electronic databases. 
• Maintains paper files and charts per records retention guidelines, best practices, and guidance. 
• Provides customer service to the public, agencies, clients/tenants and their families (by phone, in person). Provides general program information, including waitlist status, and books tours/ appointments. Refers complex matters to management.
• Prepares and enters information for client/tenant invoices and monies into shared electronic database and submits to divisional administrative/financial services staff. Sends out client/tenant statements. Updates billing information in system. Informs management of overdue accounts or unpaid rent. Follows up with tenants or clients/families regarding billing concerns. 
• Creates, types, and formats meeting minutes. Prepares program materials based on information provided by other staff (e.g., newsletters, brochures, handbooks, notices, thank you cards). Maintains supply of same and distributes to agencies, as requested.  
• Creates and updates forms using specialized computer software for electronic forms.
• Assists with ordering office supplies within guidelines, for management approval.
• Maintains binder of policies and procedures.
• Responds to emergency situations as outlined in policies and procedures. 
• Backs up other clerical positions and reception, as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of customer service and general office/administrative procedures and protocols, and math skills, normally acquired through a Grade 12 education plus directly related experience (or equivalent combination of education and experience). 
• Must have a tuberculosis (TB) test and required immunization(s).
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., accessibility, privacy). 
• Attention to detail and organization skills to work independently; deal with competing demands in a fast-paced environment; prepare invoice information; and enter/update client health and related program information.
• Human relations and communication skills to respond pleasantly and professionally to clients, tenants, residents, and the public; take/give messages; and participate as an effective team member.
• Ability to read memos, letters, and standards/guidelines. Ability to write, proofread, and edit correspondence, minutes, and related documents.
• Computer skills with ability to use software such as Microsoft Office (including Excel), an electronic health record including financial modules, and provincial web-based systems.
• Ability to operate a switchboard console and two-way radio when performing backup. 
• Must provide an acceptable vulnerable sector police check.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.