Program Assistant (Children and Youth Planning Table)

Program Assistant (Children and Youth Planning Table)

Job Number: 3140
Job Type: Temporary Part-Time
Temp Contract Length: 12 Months
Location: 99 Regina St S - Public Health & Community Serv
Job Category: Administration
Number of Positions: 1
Department: Children and Youth Planning Table
Division: Planning, Development and Legislative Services
Hours of Work: 35
Union: OTHER
Grade: Part Time/No Full Time Equivalent Grade 005
Salary Range: $28.84 - $32.64 per hour
About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051 Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community The Role Provides administrative assistance to the Children and Youth Planning Table (CYPT). Coordinates administration, resources, budget, and volunteer management for the program. Tracks, monitors, and maintains administrative processes. Acts as the central point of contact for responding to public inquiries and providing community referrals.
Duties/Responsibilities

• Provides administrative support to program staff and members of the CYPT, including correspondence, agendas, minutes, presentations, reports, and follow up. Maintains staff meeting schedules and organizes meetings as requested. Arranges for attendance at conferences and meetings.
• Responds to requests for materials and provides information regarding the work and resources of the CYPT; directs inquiries to CYPT staff as required.
• Assists to coordinate the day-to-day operation of the CYPT, including maintaining lists of reference material, monitoring and updating resource supplies, maintaining resources in good condition, and renewing and maintaining subscriptions and memberships.
• Assigns, monitors, and checks the work of students and volunteers (as applicable).
• Supports the Supervisor of Marketing and Communications in the maintenance of the CYPT’s intranet/website and related communications functions (e.g., updates links, uploads documents, converts documents for AODA compliance, creates forms/surveys).
• Responds to general inquiries regarding the CYPT, and drafts replies on program matters.
• Processes financial transactions, including preparing cheque requisitions, assigning account numbers, obtaining signoff, and forwarding to Finance.
• Orders and maintains office supplies, equipment, and furniture. Checks to ensure items are received in good condition.
• Assists to monitor the program budget. Runs reports, investigates discrepancies, and informs Finance when adjustments are needed.
• Submits facilities work orders.
• Inputs attendance information for CYPT members into the attendance management system and maintains attendance records for CYPT working committees/groups.
• Coordinates computers, phones, ID badges, and parking for new program staff. Orients new staff to the CYPT and regional and program policies and procedures and provides assistance and guidance as required.
• Organizes and plans events, including invitations, facility rentals, refreshments, agendas, and volunteer support.
• Processes mail.
• Acts as a resource to management and staff regarding administrative processes and procedures, including support with system applications.
• Organizes and prioritizes work based on priorities established by management. Works independently, according to guidelines and procedures to ensure work is completed accurately, by deadlines.
• Makes minor adjustments to processes to maximize efficiencies, and recommends changes/new administrative processes/procedures.
• Performs related duties as assigned.
  

Knowledge, Skills, and Abilities

• Knowledge and skill in office and administrative procedures and protocol, word processing, math, and communication acquired through a Grade 12 education plus 2 years related experience or an equivalent combination of education and experience.
• Knowledge and skill in budget administration and basic accounting principles with an aptitude for working with numbers and financial data.
• Knowledge of and ability to comply with policies, procedures, and job-related legislation (e.g., accessibility, privacy).
• Knowledge of the Region, its services, policies and procedures.
• Knowledge of the CYPT and its community partners, including the CYPT governance and partnership model.
• Understanding of municipal, provincial, and federal government structures, processes, and protocol.
• Analytical and organizational skills to independently complete assignments and prioritize competing demands; identify and resolve problems; and develop and justify administrative recommendations to CYPT staff and groups.
• Communication and customer service skills to communicate with all levels of staff, elected officials, community agencies, and the public; respond to inquiries from community agencies, government representatives, and the public; and participate as an effective team member.
• Ability to read and understand documents such as governance policy, StatsCan and other reports, resolutions, minutes, correspondence, and newsletters.
• Ability to proofread and edit reports, and write correspondence and general documents on behalf of CYPT staff and the CYPT co-chairs.
• Computer skills with ability to use software such as Microsoft Office, the internet, and a computerized financial system.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the CYPT and Region’s values.

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email [email protected] Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)