Compliance and Data Management Support

at  Youth Services Bureau of Ottawa

Location: Ottawa, Ontario
Reports to: Assistant Director, Employment Services
Employment Status: Full time permanent
Bargaining Unit Status: Not included
Annual Salary: $51,729.60 -$62,212.80
Language requirements: English is essential, French is essential
Bona Fide occupational requirement (BFOR): N/A
Schedule: Monday to Friday, 40 hours per week
Reference Number: 24-137
Closing Date: November 29th, 2024
Posting Stage: Internal and External

ABOUT US:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.
The Compliance and Data Management Clerk is responsible for database management and file compliance activities, associated with Integrated Employment Services Delivery Model (IESD) managed within Employment Ontario Information System - Case Management System (CaMS). This role will also provide data entry and quality assurance of data in CaseFLO, and provide general administrative support to the YSB Employment Services team.

JOB SPECIFICATIONS/QUALIFICATIONS:

• Possess a minimum of an Ontario Secondary School Diploma AND either post-secondary studies in Office Administration or a minimum of 2 years’ experience in an office setting
• Possess excellent English communication skills; oral and written
• Proficient in use of software and systems that include:
• Case Management System (CaMS) - CaseFlo
• MS Office programs, and other specialized programs and applications
• Possess accurate and proficient keyboarding and data entry skills
• Proficient in use of office machines and telephone systems
• Possess strong organizational skills and manages work effectively – ie. utilizes efficient planning and time management skills and meets deadlines and internal service expectations
• Knowledgeable about relevant privacy legislation and internal practices to protect client privacy
• Proficiency with general office equipment required: photocopier, fax, computers
• Knowledge or experience within IESD model will be considered an asset
• Is proficient with technology and possesses strong computer skills
• Strong analytical skills and problem-solving ability

DISCLAIMER:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.
TERMS OF EMPLOYMENT: YSB values diversity. We are committed to building a workforce that reflects the diversity of our community. Accommodation will be made available for applicants with a disability throughout the hiring process. Applicants must make their needs known in advance. All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered

Information Management

• Maintain up-to-date knowledge of changes in CaMS
• Collect information and documents, including client pay stubs and supports receipts from Team staff regarding client activity and status
• Data entry into CaseFlo, ensuring accuracy and timeliness
• Identify and verify data retrieved from files (intakes, exits, BIA contracts);
• Review all client case data to ensure that it is accurate and thorough
• Complete all data inputting for Job Start Monitoring and monthly Checkpoints in CaseFLO
• Enter Canada-Ontario Job Grant (COJG) data and conduct follow ups - as needed
• Open/close and maintain files
• Receive and action myEOIS Bulletins, as they pertain to CaMS data collection, when necessary;
• Forward issues re; CaMS and CaseFLO to Program Supervisor
• Ensure all “Monitoring Check Points” are completed on a monthly basis
• Prepare employer files received from Job Developers with proper documents;
• Enter employer registration form into WCG database (CaseFlo), CaMS
• Documentation management including filing, organization, archiving, data extraction and verification; detail oriented and accuracy required
• Ensure the most update to date/relevant forms are current and being applied
• Request modification of forms to reflect CaMS changes – Form Control
• Works appropriately with confidential, personal information regarding clients

Administrative

• Provide general, administrative support to YSB-ES staff and Management Team that could include research, collation, organization and coordination
• Maintain workloads appropriately and utilize effective time management techniques to ensure that all job tasks are tended to in a timely manner

Professional Behaviour

• Applies ethical behaviour in all areas while representing YSB
• Adheres to organizational policies and standards in the performance of all tasks
• Interacts in positive and appropriate manner with co-workers, funders and other professionals in the community
• Demonstrates professional attributes – ie. is punctual, reliable, maintains good attendance, maintains confidentiality and portrays overall professional demeanor
• Collects, analyzes and uses information effectively
• Follows mandated program procedures
• Attend and participate fully in staff meetings, team meetings, required training, organizational planning, working groups and committees