Program Assistant Early Years and Child Care Programs

at  Niagara Region

ABOUT US

Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.
At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.
We welcome all applicants! For more information about diversity, equity, and inclusion at Niagara Region, Diversity, Equity and Inclusion - Niagara Region, Ontario or email related questions to diversity@niagararegion.ca. To send input on reducing barriers in the current hiring process, please email myhr@niagararegion.ca
For the Region’s full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

DON’T HAVE EVERY QUALIFICATION?

You may be hesitant to apply if you do not have every qualification listed in the posting. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds and varying levels of experience and education to apply. Our recruiters will evaluate your suitability for the role.
Please note that for unionized roles, we must follow collective agreement requirements. However, we encourage all interested candidates to submit their applications. We believe success in a role can extend beyond meeting every single requirement.

JOB SUMMARY

Provide administrative assistance to support the various programs, managers, program managers and supervisors within the division. Responsible for assisting in the coordination of information, administrative supports and tracking of data and information in a fast-paced environment with multiple portfolios and programs. Creates records in appropriate databases, supports program events where required, circulates information to stakeholders/sector on behalf of the division and maintains inventory of program materials and supplies; tracks, manages and stores program information. The role works collaboratively with Managers/Supervisors and their teams to coordinate work activities, meet deadlines, and support tasks. The Program Assistant is responsible for administrative support functions that ensures program areas are successful as well as providing front-line customer service to diverse clients, families, service providers and internal staff.

EDUCATION

• 2-year post-secondary diploma in Office or Business Administration, or related field, or equivalent
• Advanced training in Microsoft 365 Office tools including MSWord, Excel, PowerPoint
• Additional training in software courses including database, spreadsheet, word processing and communications software applications.
• Diversity, sensitivity and/or conflict resolution training considered an asset.

KNOWLEDGE/EXPERIENCE

• Experience working with Ministry (Provincial) databases (e.g., Ontario Child Care Management System, Child Care Licensing System, Niagara Region Child Care Registry One Application, Corporate Records Management System) or similar.
• 2 years administrative experience in a computerized office environment, preferably in a Human Services/Public Administration environment working with fee subsidy or other financial assistance programs.
• Extensive knowledge and experience with Microsoft 365 Office tools.
• Working knowledge of municipal, not-for-profit organizations, their structure and services provided.
• Understanding of Ministry terminology (i.e., Child Care and Early Years Act, 2014, Fee Subsidy, Canada-Wide Early Learning and Child Care, Licensed Home Child Care, Special Needs Resourcing, etc.).
• Departmental awareness including, but not limited to, resources and contacts within the Community Services to support with both internal and external inquiries, strongly preferred.

SKILLS

• Ability to exercise responsiveness, tact, diplomacy and discretion when dealing with others
• Ability to act courteously and effectively with a diverse population of Niagara Region residents employees, students and external stakeholders.
• Demonstrated ability to be detail-oriented and able to track down the source of errors/inconsistencies.
• Must possess a solution-oriented way of working to ensure interactions translate accurately into the appropriate actions required to meet the needs of the programs.
• Proficient written and verbal communication skills with the ability to communicate ideas effectively and synthesize discussions.
• Proficient ability to develop and produce correspondence, documents, reports, and record retention.
• Accuracy and attention to detail while taking minutes at meetings, creating and distributing memos and correspondence, as well as advanced proof-reading and grammar skills.
• Record/data management knowledge including file management and using databases.
• Time management skills with ability to manage and reprioritize work while managing interruptions/distractions under tight timelines.
• Ability to work both independently and to function effectively as a member of a multidisciplinary team.
• Strong problem-solving skills to assist stakeholders and clients in navigating various program-related processes.

Please refer the Job description for details