Program Assistant (Children's Services Administration)

The Role

Assists in the administration of service contracts, applications, and invoicing/payment functions for divisional programs related to funding/subsidies and client billing (Home Child Care, Children’s Centres, Early Years agencies). 
 

Duties/Responsibilities

• Processes, tracks, and enters applications and schedules from home child care providers, children’s centres, and early year program agencies. Follows up on missing information; enters agreement details; and creates agreements, contracts, and letters, for management review/
• approval. Requests and enters customer numbers for billing.
• Compiles information for Finance to prepare client invoices and payments to agencies and providers. Reviews/reconciles caregiver attendance records per schedules and submits to management for approval.  Investigates billing/adjustment questions from Finance and resolves discrepancies.
• Calculates funding eligibility for agencies based on set formulas. Reviews financial documents and reports to verify funds were used per contract agreements for initial and ongoing payments. Calculates under/overpayments and follows up with agencies regarding same. 
• Enters data and attendance information for the Boards of Education extended day programs. Reviews and verifies attendance information and enters into provincial system.
• Maintains program data and information in provincial and related systems. Assists management in the preparation of program data/reports. 
• Provides support to agencies, caregivers, and Boards of Education staff (e.g., entering online attendance records, program policies, procedures, funding calculations). Provides orientation/
• training to same as required.
• Provides administrative support for the Division (e.g., takes minutes, registers participants for workshops/events). Formats, transcribes, proofreads, edits, and creates/drafts documents (e.g., correspondence, agreements, presentations, reports) for management approval as required.   
• Processes mail, staff mileage, and p-card statements. Processes membership fee payments from member agencies and sends out membership packages.
• Responds to inquiries from agencies, caregivers, Boards of Education staff, and the public; takes messages/transfers to staff (email, phone).   
• Maintains office supplies, equipment, and program resources (e.g., places orders, arranges servicing/repair). Contacts suppliers for price quotes/orders. 
• As records assistant, maintains files, assists staff with information requests, and follows corporate standards for storage, retrieval, and disposal.
• Performs related duties as assigned. 

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, math, word processing, and communication skills acquired through a grade 12 education plus 2 years of related experience. 
• Knowledge of and ability to comply with policies, procedures, and related legislation and program guidelines (e.g., privacy, funding). Knowledge of other social service and community agencies. 
• Time management, organization, problem-solving, and attention to detail skills to review and reconcile applications, documentation, and other program/contract requirements; meet timelines; work independently; and adapt to changing priorities. 
• Communication and interpersonal skills to relate effectively and provide customer service, program information, and respond courteously and professionally to clients and agencies; explain and instruct agencies in completing documentation; exchange information with program and finance staff to resolve billing issues; and participate as an effective team member. 
• Ability to read and interpret child care attendance registers, funding information/guidelines, agreements, fees/rates, policies, and procedures. Ability to write and update forms, records, reports, spreadsheets, presentation materials, correspondence, and standard letters and contracts.
• Computer skills with ability to use software such as Microsoft Office (including Excel), and provincial/program systems (e.g., Ontario Child Care management system, web record of attendance, OneList, portal for document upload). Ability to develop data reports, graphs, spreadsheets, tables; and merge documents. 
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.