Supervisor, Income Support Operations

The Role

Note: Job Description currently under maintenance review (last updated: 2019) 

Supervises social assistance Ontario Works (OW) cheque/payment administration, production, and planning. Supervises/provides budget, accounting, and financial analysis services for income support programs. Coordinates community tax clinics.
 

Duties/Responsibilities

• Supervises Administrative Services Assistants and Coordinators. Recruits and supervises volunteers to staff community tax clinics (January-April).
• Prepares base operating budget for income support programs (OW, discretionary and mandatory benefits, transitional child benefit, benefits for non-recipients) for client department review/approval. Prepares initial budgets; reviews and makes changes per client department/corporate/Federal and Provincial government decisions. Provides input into budget issue papers, including projecting financial impacts.
• Analyses, interprets, and communicates financial information, including developing forecasts, summaries, cost benefit analysis, fees and charges, and continuity schedules. Participates in planning, coordinating, and organizing the preparation and approval of same.
• Provides guidance and assistance to clients, service providers, and financial institutions regarding client accounts; and resolves issues with same. 
• Supervises the day to day operation of the Section to ensure service meets provincial requirements, and that contractual expectations with external vendors and agencies are maintained.
• Acts as a resource to OW staff regarding business processes and improvement initiatives; researches and provides resources. Meets with management staff to discuss issues and develop strategies. Investigates, analyzes, and evaluates administrative processes to determine feasibility. Discusses internal control, cheque issuance, reporting, and financial procedures with Finance staff to ensure financial integrity of business processes. 
• Develops Requests for Proposals for cheque and business machines (e.g., cheque stock, printers, signers, mail machines, letter stuffers), and related maintenance/repair service contracts with Procurement staff. Evaluates bids, interviews bidders, and recommends bidders/vendors for contract. Administers contracts. Ensures mailroom and cheque production equipment are properly maintained.
• Administers OW payment process, including cheque production/control/security and the subsidy claims process. Supervises the provision of cheques at a pick-up window. Liaises with financial institutions, Police, and the Crown Attorney regarding cheque fraud.

Additional Duties/Responsibilities

• Supervises and monitors OW monthly bank reconciliation and subsidy claims. Prepares quarterly financial reports regarding subsidy claims, and reviews with Manager.
• Supervises the processing of employment related expense benefits and discretionary benefits for OW and Ontario Disability Support Program (ODSP) clients; liaises with the Ministry, as required.
• Supervises the maintenance of Section databases and database integrity. In conjunction with Manager, provides business process expertise. Develops reports and provides financial data for users. 
• Supervises the coordination of community tax clinics. Arranges volunteer training with Revenue Canada. Compiles and reports statistics to senior management. 
• Supervises the purchase, distribution, and monitoring of transit tickets and grocery vouchers distributed by staff at community organizations. Reviews inventory and allocations of same.
• Supervises corrections to client data in the social assistance database pertaining to payments.
• Provides input into OW related policies and procedures. Develops policies and procedures for the Section.
• Supervises the distribution and maintenance of program records (e.g., OW reports, client letters/communications). Supervises the referral and communication process of client information to external agencies.
• Supervises external mail services related to payment notifications and cheques for OW clients and vendors, and mailing correspondence to OW clients as generated by the social assistance database system. Manages ‘business reply’ and ‘indicia’ accounts with Canada Post.
• Assists Manager in budget preparation and monitoring, by compiling and reviewing financial information. Monitors monthly bank reconciliation and subsidy claims (approximately $83M annually). Has signing authority for office supplies, maintenance, promotional and printing requirements. Prepares purchase requisitions for Manager approval. Reviews and approves payments for purchased services and community participation credits to agencies; receives and verifies agency invoices; periodically audits agency records. Controls the issuance of employment related expenses, ensuring payments do not exceed program guidelines. 
• Represents the Section on projects to clarify/explain implementation of specific policies. Liaises with program development staff to ensure complex problems are resolved. 
• Has regular contact with community agencies and hospitals to exchange/clarify financial transaction details, payments, program information. Represents the Region on community committees. Resolves database issues with Provincial and IT staff. Clarifies OW statistical and program information with Ministry staff. Exchanges information with peers from other municipalities. 
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of financial accounting practices and principles, information systems practices, general business/economic principles, financial analysis, budget preparation, and financial report writing, normally acquired through a Bachelor's degree in Business, Economics, Mathematics, Commerce (or related discipline), and a professional accounting designation (CPA), plus progressively responsible related experience.
• Knowledge of and ability to comply with policies, procedures, generally accepted accounting principles, related legislation, provincial obligations/terms/agreements, and collective agreements. Knowledge of OW financial policies, procedures, and processes. 
• Analytical, research, problem solving, organizational, and continuous improvement skills to implement operational plans; assess business operations and provide input on improving business practices, efficiency, and effectiveness; and organize work and its performance by others.
• Leadership, human relations, and communication skills to supervise, train, develop, motivate, and support staff; work with others to change procedures to meet OW requirements; explain subsidy claims to Finance and OW management staff, and respond to inquiries and provide information regarding budget expenditures and program financial status; explain  procedures and reporting requirements to staff; provide information to community agencies, the public, and media regarding payment processes; and participate as an effective team member.
• Ability to read and interpret policies, invoices, client expenses, and budget transfers. Ability to write reports explaining financial status, statistics, and data; develop procedures for OW and/or community agency staff; and complete forms.
• Computer skills with ability to use software and systems such Microsoft Office, social assistance database, and financial information systems.
• Ability to travel within Waterloo Region.
• Must provide an acceptable Police Information Check (Level 2) for bondability.
• Ability to support and demonstrate the Region’s values.