REGION OF WATERLOO JOB DESCRIPTION TITLE: PROGRAM ASSISTANT JOB CODE: (CHILDREN S SERVICES ADMINISTRATION) DIVISION: CHILDREN S SERVICES DEPARTMENT: COMMUNITY SERVICES UNION: CUPE LOCAL 1883 REPORTS TO: SUPERVISOR, ELCC REVISED: May 27, 2014 BUSINESS ADMINISTRATION GENERAL PURPOSE: Provides administrative assistance and clerical support to the Supervisor, ELCC Business Administration in the management of the Children s Services Division's fiscal programs and service contracts with local licensed early learning and child care agencies, Boards of Education, and Special Needs service providers. MAJOR RESPONSIBILITIES: Produces, distributes, and tracks the return of contract documents, schedules, and letters for children s agencies annually (e.g., early learning and child care providers, recreation programs, early years services, special needs resources). Follows up on incomplete or missing documents and information. Processes agency funding applications, including operating grants, one time funding, and annual rate increase requests. Reviews applications and follows up with agencies regarding incomplete or inaccurate information. Assesses, monitors, and calculates initial and ongoing eligibility for operating grant funding and recommends eligibility to manager for determination. Monitors and reviews reports containing service statistics, data, and financial documents to verify funds were used in accordance with service contracts and Provincial and Municipal policies. Calculates funding under/overpayments, follows up with agencies regarding same, and prepares and distributes letters for collections, as necessary. Provides ongoing support and assistance to Boards of Education staff to accurately enter data into the web record of attendance (WEBROA); provides same for child care agencies to complete forms and regarding policies, procedures, and funding calculations. Provides orientation and training as required (e.g., beginning of school year, new staff). Collects, follows up as required, and inputs periodic agency financial and service data (e.g., special needs agencies). Enters data and attendance information for the Boards of Education extended day programs. Reviews and verifies attendance information and enters information into the Ontario Child Care Management System (OCCMS) daily. Contacts Boards of Education staff regarding attendance and billing discrepancies, to ensure accurate billing.
- 2 - Responds to inquires (telephone, email, in person) from child care service agencies, Boards of Education staff, Provincial Ministry staff, and the public, or redirects to the appropriate individual or resource. Maintains agency information files and records. Develops, maintains, and updates data spreadsheets and compiles funding statistics required for Provincial reporting and Municipal audits, planning, and management. Prepares and tracks monthly claims verification reports for alternate sources of income (Ontario Works) and reviews for accuracy and sign off by Manager. Assists the Supervisor, ELCC Business Administration with the preparation of materials, such as statistical reports and agency listings, to support the Children s Services service planning process. Provides administrative support to other Managers in Children s Services. Performs other related duties as assigned. RESPONSIBILITY FOR MATERIAL/FINANCIAL RESOURCES: Processes service contracts and calculates funding eligibility for agencies (e.g., early learning and child care providers, recreation programs, early years services, special needs resources) based on funding formulas; prepares budgets for sign off and approval by manager. Enters data into systems to generate payment calculations. Prepares purchase orders, cheque requisitions, and facilities work orders for manager's approval. Processes invoices; reconciles accounts. Reports maintenance problems to Information Technology Services (ITS) or appropriate service personnel for equipment used by administration staff. NATURE & IMPACT OF ERROR: Failure to assess and verify operators funding eligibility could result in inappropriate use of public funds and loss of confidence in the Region s ability to administer childcare funding. Errors in calculating funding requests and payments could result in financial issues for the operator which could impact the availability of child care spaces in the Region, over/underpayments, and result in withdrawal of contracts with the Region and cause embarrassment to the department. Errors in inputting information could result in delays to others' work, incorrect billings to parents, and decisions being made based on incorrect data resulting in additional time and resources required to correct. Release of unauthorized confidential or incorrect program/financial information could cause embarrassment, a loss of confidence in the services offered by the department, and legal action against the Region. Failure to communicate correct information and messages to children s agencies, Boards of Education staff, Provincial ministry, the public, or staff would cause inaccuracies in other people's work and could cause embarrassment to the department.
- 3 - RESPONSIBILITY FOR SUPERVISION OF STAFF & OTHER: Provides ongoing support and assistance to service providers and agencies in completing funding request forms and electronic attendance, and provides periodic orientation/training. Periodically provides technical guidance and assistance to staff on new and existing operational, financial and program related databases and systems. CONTACTS & HUMAN RELATIONS: Internal: Receives direction and assignments from the Supervisor, ELCC Business Administration and discusses program operations, process recommendations, and unusual circumstances or situations daily. Exchanges program information with the Director, Children s Services and other division staff. Liaises with Finance to coordinate agency funding and resolve billing issues. Exchanges information with ITS staff related to the operation and maintenance of the Ontario Child Care Management System database. External: Has daily telephone contact and occasional in-person contact with child care agency staff, including extended child care program staff to provide information, support, and to verify information submitted. Responds to general inquiries from child care operators, the public, and clients, or refers them to appropriate staff. Provides resources to or exchanges information with other municipalities and community agencies. EFFORT: (Mental, Physical): Works in accordance with Regional and departmental policies and procedures, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Provincial and Municipal legislation (e.g., Ministry of Education), and other related legislation. Works within specific timelines for completion of work. Coordinates and plans own workload around program priorities assigned by management staff. Uses own initiative to respond to routine inquiries from agencies, Provincial Ministries, and the public. Refers emergency situations to management staff. Works independently to complete year-end/periodic requirements. Uses a computer approximately 75% of the time to input information, review and process forms, and calculate and verify eligibility, involving prolonged sitting, visual concentration, manual dexterity, and attention to detail. Spends approximately 20% of time communicating with agency staff, divisional staff, and Finance (phone, email) to exchange, clarify, and verify information and provide assistance requiring visual, mental, and auditory concentration, attention to detail, prolonged sitting, and manual dexterity. Remainder of time is spent moving about to file and access documents, attend meetings, and provide training.
- 4 - WORKING CONDITIONS: Works in a standard office, subject to frequent interruptions from divisional staff, clients, and the public. Work is often subject to inflexible deadlines and priorities. Occasionally travels within Waterloo Region to provide training/orientation, and take minutes at meetings. KNOWLEDGE, SKILLS & ABILITIES: Knowledge of office procedures, arithmetic, keyboarding, and communication skills normally acquired through a grade 12 education, plus either post secondary secretarial/office administration or business practices education or 2 years of related experience. Knowledge of child care programs, funding, and related policies and procedures in order to respond to inquiries and requests from agencies, Provincial Ministry, staff, and the public. Ability to work independently in a team environment and to adapt to frequently changing priorities. Human relations skills to relate with tact, courtesy, and patience with all levels of staff, agency representatives, Provincial Ministry staff, and members of the public, as well as to participate as an effective team member. Computer skills with ability to use Microsoft Office programs (e.g., Powerpoint, Word, Excel); develop reports, graphs, tables, spreadsheets, presentations, forms, and document merging; and use various systems (e.g., Ontario Child Care Management System, OneList, WEBROA). Ability to travel to various locations within Waterloo Region. Ability to support and project values compatible with the organization. Language Communication (Written & Verbal): Ability to compile and edit reports and other data related to child care agency service contracts. Ability to create, format, and edit forms, reports, graphs, spreadsheets, overheads, and correspondence. Ability to read and understand funding information and guidelines. Ability to explain policies and procedures to agency staff, Boards of Education staff, parents, and the public, as well as respond to routine inquiries from Regional staff, agency representatives, Provincial Ministry staff, and the public. Ability to explain and instruct agency staff on completing required documentation and school staff on submitting web attendance records.
- 5 - Position Incumbent: Name Signature Supervisor Director, Employee Services & Systems Commissioner Commissioner, Human Resources & Citizen Service