Community Programs Clerk
Job Number: 3242
Job Type: Temporary Part-Time
Temp Contract Length: Up to 9 months
Location: 247 Franklin St N - Sunnyside Home
Number of Positions: 1
Division: Community Services

Hours of Work: 46.5 hours biweekly, 0830-1630

• Mon, Wed, Fri

Union: Unifor 1106
Grade: Unifor 1106 Grade 003
Salary Range: $24.41 - $25.89 per hour
Posting Date: August 12, 2025 @ 12:00 AM
Closing Date: August 19, 2025 @ 11:59 PM

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.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of customer service and general office/administrative procedures and protocols, and math skills, normally acquired through a Grade 12 education plus directly related experience (or equivalent combination of education and experience).
• Must have a tuberculosis (TB) test and required immunization(s).
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., accessibility, privacy).
• Attention to detail and organization skills to work independently; deal with competing demands in a fast-paced environment; prepare invoice information; and enter/update client health and related program information.
• Human relations and communication skills to respond pleasantly and professionally to clients, tenants, residents, and the public; take/give messages; and participate as an effective team member.
• Ability to read memos, letters, and standards/guidelines. Ability to write, proofread, and edit correspondence, minutes, and related documents.
• Computer skills with ability to use software such as Microsoft Office (including Excel), an electronic health record including financial modules, and provincial web-based systems.
• Ability to operate a switchboard console and two-way radio when performing backup.
• Must provide an acceptable vulnerable sector police check.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the 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 talentmanagement@regionofwaterloo.ca.
  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).

THE ROLE

Provides clerical support to the Community Programs Section. Provides general information regarding admissions and financial matters to clients and the public. Enters and maintains client data related to admissions, transfers, and discharges.

DUTIES/RESPONSIBILITIES

• Enters/maintains client/tenant personal and financial information data and waitlists for all Community Programs in shared electronic databases. Maintains daily census data and runs reports. Prepares applicant files. Exchanges information with community agencies as required using shared electronic databases.
• Maintains paper files and charts per records retention guidelines, best practices, and guidance.
• Provides customer service to the public, agencies, clients/tenants and their families (by phone, in person). Provides general program information, including waitlist status, and books tours/ appointments. Refers complex matters to management.
• Prepares and enters information for client/tenant invoices and monies into shared electronic database and submits to divisional administrative/financial services staff. Sends out client/tenant statements. Updates billing information in system. Informs management of overdue accounts or unpaid rent. Follows up with tenants or clients/families regarding billing concerns.
• Creates, types, and formats meeting minutes. Prepares program materials based on information provided by other staff (e.g., newsletters, brochures, handbooks, notices, thank you cards). Maintains supply of same and distributes to agencies, as requested.
• Creates and updates forms using specialized computer software for electronic forms.
• Assists with ordering office supplies within guidelines, for management approval.
• Maintains binder of policies and procedures.
• Responds to emergency situations as outlined in policies and procedures.
• Backs up other clerical positions and reception, as required.
• Performs related duties as assigned.