Program Assistant (Early Years) - Jobs in Halton, ON

Job Description

Program Assistant (Early Years)At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.Halton Region serves more than 595,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.Joining Halton Region opens the door to a fulfilling career. Our comprehensive compensation, great benefits and employee recognition program are a few reasons why we are one of the GTA’s Top Employers.As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. Where the work permits, employees will have the choice to work where they can have the greatest impact on achieving our goals. Please note, this position is eligible for our Hybrid Work Program/Work from Home Arrangement.Posting ID: 1217Department: HealthDivision: Healthy FamiliesJob Type: PermanentHours of Work: 35 hours per weekWork Location: Dorval Drive Office - 690 Dorval Drive, Oakville 6th floor (Health Department)Employee Group: OCTPosting Date: October 11, 2022Application Deadline: October 18, 2022Job SummaryReporting to the Supervisor, Early Years, in the Healthy Families Division, this position provides administrative support to the Early Years Program Management team, staff and operations.Duties & Responsibilities

• Administrative and program support to team’s Manager and Supervisors.
• Provide excellent customer service to internal and external customers.
• Process legal agreements at program level, according to departmental policy.
• Maintain program confidential files and records, filing, retrieving and archiving files for storage in accordance with Regional protocol.
• Provide financial administrative support for the program including reviewing and processing invoices for accounts payable, purchasing card processing, initiating purchase requisitions.
• Ensure records are maintained in accordance with the departmental/corporate retention schedule.
• Coordinate program sponsored special events, workshops and training programs, assist with planning activities and organization of event, workshop or training program.
• Assist with transferring educational/training content from team members into digital/online learning modules.
• Assist with processing urgent and non-urgent communications as needed to internal and external stakeholders.
• Respond to or direct telephone inquiries. Receive visitors, screen telephone calls, take messages, handle replies and/or direct callers to appropriate areas or departments.
• Maintain and manage various supply and resource inventories.
• Manage external, inter-office and internal mail systems and ensures proper functioning of office equipment (i.e. fax machine and photocopier).
• Provide back-up coverage to Administrative Assistants in other programs, as required.
• Performs other duties, as assigned.

Skills & QualificationsEssential

• Secondary School Graduation Diploma.
• Minimum of five (5) years’ experience in a relevant clerical/administrative support role, preferably in a municipal or healthcare setting.
• Excellent organizational skills, exceptional customer service skills, strong financial/program administration and effective interpersonal skills with sensitivity to client needs in a confidential setting.
• Strong proficiency with MS Office software (Intermediate level Excel, Word, PPT, Outlook), Siebel, DocuSign, webinar/virtual meeting technology and database systems.

Preferred

• Knowledge/experience with converting content into digital learning modules.
• Experience with infographics and Mural.

Working/ Employment ConditionsWorking Conditions:

• Flexibility to work outside of core business hours including evenings, weekends and holidays is required.

Employment Conditions:

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check, by the first day of employment.
• In support of the Region’s commitment to a healthy and safe workplace and community, the Region has a vaccination requirement for all employees. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and able to provide proof of vaccination. The candidate will be asked to provide the Region with proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to vaccinate for a reason protected by the Code, a request for accommodation can be requested and written proof satisfactory to the Region will be required.

Important information about your application:

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
• Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.
• Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

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