Children's Early Years Clerk - Nine Month

BASIC FUNCTION

This position reports to the Manager of Children's Early Years Eligibility and Compliance and is responsible for providing clerical support to the Children’s Early Years Division and the Director of Children’s Early Years.  Duties include but are not limited to, providing administrative support, data entry, maintaining files and waitlists, overseeing marketing strategies, maintaining website content, and handling inquiries from child care operators, community agencies and the general public.

PRINCIPAL RESPONSIBILITIES

• As the first point of contact for general inquiries from the public and funded agencies, respond to all email and phone inquiries. 


• Clerical functions to include filing, copying, printing, photocopying, faxing, scanning, handling of mail (internal, external and courier services) and emails. 


• Minute taking at internal and external meetings.


• Maintain filing system for all funded agencies.


• Maintain phone directories.


• Update the telephone messaging system to advise of holidays and changes in business hours.


• Distribution, review, filing and, as necessary completion of forms for agencies and funders, including service agreements, programme/agency information, financial reports, statistics and funding applications.


• Follow-up with agencies, funders and programmes for required documentation and supplementary information to ensure information is accurate and complete.


• Review financial reports, summarize and note any items of concern for follow-up.


• Code and submit administrative invoices to Treasury.


• Review and track funding applications received ensuring requests align with the Ontario Child Care and Early Years Funding Guidelines.


• Respect and adhere to all policies, including those related to privacy and confidentiality.


• Input data from operating criteria results into SPSS Statistics.


• Website content updates and maintenance including GIS map programme for Child Care.


• Monitor and track social media related to children’s early years and distribute as appropriate.


• Monitor and track marketing strategies.


• Preparation of Per Diem requests and approved Per Diem schedules and inputting approved rates into Ontario Child Care Management System (OCCMS).


• Provide support to the Director of Children’s Early Years Division as needed.


• Assist with coordination and scheduling of appointments and meetings for the Director of Children’s Early Years Division.

MINIMUM QUALIFICATIONS

• High school graduation, plus an additional programme/course(s) of over six months and up to one year or equivalent in business administration, accounting or related field.


• Over six months related experience in business administration and accounting functions.


• Knowledge and experience working with community agencies and programmes.


• Experience in human services is considered an asset.


• Knowledge of the Ministry of Education Ontario Child Care and Funding Guidelines an asset.


• Ability to apply established methods or procedures such as referring to legislation, manuals, policies and procedures.


• Excellent customer services skills with the ability to work with a diverse client group in a professional manner.


• Strong organizational skills with the ability to maintain accurate records.


• Well-developed written and verbal communication skills.


• Ability to maintain confidentiality.


• Excellent knowledge of Microsoft Office, database software (SPSS) and website programming.