Clerical Support Officer – Regular Part-time

at  Centennial College

Job Number:
J0524-1733
Job Title:
Clerical Support Officer – Regular Part-time
Job Type:
Permanent PT Support (Regular)
Bargaining Unit:
PT Support
School/Department:
Academic
Campus:
Ashtonbee and Midland Campus
Location:
Greater Toronto Area
Pay Range:
$25.82 - $32.62/Hour
Pay Band:
PT Support 5
Hours/Week:
24 hours per week (up to 35 hours per week during peak periods)
Shift Schedule:
Monday - Thursday, 8:30 am - 2:30 pm
Date Posted:
May 30, 2024
Closing Date:
June 5, 2024

POSITION SUMMARY

Reporting to the Associate Dean of Workforce Development, Employment Services and Academic Upgrading, the Clerical Support Officer provides a wide range of coordination and administration services critical for the effective and efficient operation of the program in achieving and illustrating performance measurement targets. In addition to analyzing monthly, quarterly and yearly targets, the incumbent is responsible for file management, data entry and quality control of program/client activity into EOIS-CaMS and provides administrative support to the Associate Dean, staff, faculty and clients. Due to the confidential student/client information collected, the incumbent must use independent judgement, professionalism, tact, discretion and sensitivity to issues and data collection.

QUALIFICATIONS/EXPERIENCE

• Two-year diploma in Office Administration – Executive, Office Administration – General or Business Administration, or a relevant combination of education and experience
• Minimum six (6) months related clerical experience supporting community facing employment, academic upgrading or settlement programs funded by Employment Ontario, City of Toronto, Employment and Social Services, Economic Development or Immigration, Refugees and Citizenship Canada
• Knowledge of quantitative data collection as it relates to reporting program activity of Employment Ontario (EO), Employment Services (ES) or Literacy and Basic Skills (LBS) funded programs
• Demonstrated knowledge and experience using EOIS-CaMS
• Advanced proficiency with Microsoft Office products, specifically Microsoft Excel in order to query and organize data for special projects or analysis of aggregate data
• Excellent written, verbal and interpersonal communications skills
• Effective time management and organizational skills
• Demonstrates tact, discretion and sensitivity in the handling of highly confidential client/learner information
• Knowledge of Employment Ontario agreements and the performance measurement framework
• Detail oriented, systems-thinker with exceptional time management skills
• Experience, knowledge and understanding of working effectively in a diverse environment.
  Apply online: www.centennialcollege.ca/careers
  Proof of credentials or equivalencies from accredited regional or federal post secondary institutions and/or their foreign equivalents will be required at the time of job offer.
  When applying, your cover letter and résumé must include examples that reflect all of the requested skills and qualifications and must be submitted online by June 5, 2024 at 11:59 PM EST. Please quote Job ID J0524-1733. Misrepresentation of applicant information will be grounds for your exclusion from the competition or for dismissal should you subsequently be hired for the position. We wish to thank all applicants for their interest and advise that only those selected for an interview will be contacted.
  We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).

Data Analysis, Entry and Quality Control

• Creates Case Header for Literacy and Basic Skills (LBS) and Employment Services (ES) cases in EOIS-CaMS.
• Updates electronic files to illustrate learner/client progress
• Enters details regarding the administration of Employment & Training Supports, use of Employer Wage Incentives and Training Contributions for COJG (Canada-Ontario Job Grant).
• Maintains and monitors learner/client files to document activities (learning or job search); ensures Ministry criteria and compliance are satisfied upon file closure
• Assists with special projects relevant to LBS and ES networks
• Assists with preparation for Ministry audits and ensures file security protocols are in place; ensures all client files are secure and locked up at the end of the day.
• Maintains privacy for personal confidential information and ensures information is managed with sensitivity, tact and discretion.
• Assists with learner/client orientation to collect information pertinent to registration and data entry
• Monitors weekly program activity against Ministry targets and informs employment advising colleagues and management where action, time and attention should be devoted in order to meet targets

Administrative Support

• Conducts follow-up calls to students/clients
• Manages sensitive confidential data
• Supports Chair, staff and clients of Community Employment Services, and faculty and support staff of Academic Upgrading programs where relevant to meeting contractual targets
• Assists with preparation for Employment Ontario audits where required
• Communicates due dates for timely submission of milestones, client activity, entry of financial supports
• Creates spreadsheets to track, monitor and update learner/client follow up, closures, and active learners/clients
• Shares tracking spreadsheets with others on clerical team
• Relief reception and other administrative duties where needed