Program Assistant

Community-Living-7; Hamilton; On-site; CAD 27,552 - 35,817; Part time

Job summary

Community Living Hamilton is seeking a part-time Program Assistant to provide essential administrative support to our Client Services team, with a focus on customer service and processing a high volume of invoices.

Reporting to the Coordinator, Community Resources, the role will greet visitors, prepare documentation for passport services, track billing, reconcile payments, generate program reports and maintain up-to-date working instructions.

Qualifications

• 2+ years of administrative experience, preferably in not-for-profit or social services.
• Experience processing invoices and entry-level finance support.
• Knowledge of bookkeeping and accounting to maintain program records and reconciliation.
• Data entry experience.
• Excellent organizational and communication skills, written and verbal.
• Fluency in French or other language is a plus.

Responsibilities

• Provide responsive customer service to individuals and families served.
• Greet incoming individuals and direct inquiries to the appropriate person.
• Receive and prepare documentation for Passport/Specialized Services at Home purchases.
• Process, track, and report invoice and passport funding billing.
• Track and confirm fee-for-service registrations.
• Reconcile debit and MasterCard monthly.
• Generate program reports.
• Keep working instructions up to date.
• File, photocopy, and archive records.
• Ensure CLH policies and procedures are adhered to and regulatory compliance.
• Ensure the safety, security and wellness of clients, co-workers, and visitors.
• Administrative support for donor/donation and memberships.
• Other duties as required.

Skills

Attention to detail

Analytical skills

Organizational skills

Interpersonal skills

Data entry

Education

Post-secondary education in business administration, finance or office administration

Tools

Outlook

MS Office

Job description

Job Posting

Role: Program Assistant

Employment Type: Part-time (a minimum of 24 hours per week)

This is an existing Vacancy

Pay rate : 23$ per hour

Organization Profile

Community Living Hamilton (CLH) is a busy and vibrant organization that supports 1,600 adults and children with diverse abilities thrive in the community. We are the region’s largest service provider for individuals with developmental disabilities such as Down Syndrome and Autism. We are dedicated to helping them achieve their full potential, be included in our community, and, ultimately, build great lives.

Position Summary

Reporting to the Coordinator, Community Resources, the role of the Program Assistant is to pursue Community Living Hamilton’s goal of “Helping Build Great Lives” by ensuring effective and varied administrative support to our Client Services team, with an emphasis on customer service and the processing of a high volume of invoices.

Responsibilities

• Effective and responsive customer service to individuals/families served.
• Greet incoming individuals and direct their inquiries to the appropriate person.
• Receive and prepare documentation for Passport/Specialized Services at Home purchases.
• Processing and tracking and report submissions of invoices and passport funding billing once approved.
• Tracking and confirming all fee for service registrations
• Reconcile debit and MasterCard monthly.
• Generate program reports.
• Keep working instructions up to date.
• Filing, photocopying and archiving as necessary.
• Ensure all CLH policies and procedures are adhered to and documented to ensure client safety and regulatory compliance.
• Ensure the safety, security and wellness of clients, co-workers, and visitors.
• Administrative support for donor/donation and memberships
• Other duties as required.

Qualifications

• Post-secondary education in business administration, finance or office administration preferred.
• 2+ years experience in an administrative position, preference to be given to experience within not for profit or social service field.
• Experience providing entry level finance support, including processing of invoices.
• Knowledge and experience of bookkeeping and accounting to maintain program record and reconciliation.
• Previous data entry experience
• Highly proficient office administration application skills: Outlook, MS Office (Excel, Word, PowerPoint, etc.)
• Superior attention to detail and analytical skills
• Exceptional organizational, interpersonal and communication skills, both written and verbal
• French language fluency, or other language fluency considered an asset.

Inclusion

Community Living Hamilton welcomes applications from candidates with disabilities.

Accommodations are available on request for candidates taking part in all aspects of the selection process.