Office Admin and Records Analyst

Durham College•Uxbridge, ON

4d•Hybrid

About The Position

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce. A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design. Our modern campuses in Oshawa and Whitby offer 145 programs – including six bachelor’s degrees and 11 apprenticeship programs – to more than 11,000 full-time post-secondary and nearly 3,000 apprenticeship students. In addition, we have more than 16,000 student registrations in professional and part-time learning. More than 120,000 alumni represent the college, both locally and around the world. DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Requirements

A minimum of a two-year diploma in office administration.
A minimum of three years’ work experience in an academic or employment resource centre environment.
Knowledge of college and Ministry sponsored programs and policies.
High level of communication skills, both written and verbal.
Ability to work well under pressure in a busy and high-volume environment.
Adaptability, flexibility, and innovative problem-solving skills.
Strong organizational and time management skills in planning, executing, and completing tasks.
The ability to work well both independently and as part of a team.

Responsibilities

Provides support to clients, staff, employers and Manager of Community Employment Services by performing a variety of complex, coordinated clerical duties associated with the delivery of four Employment Services programs and services.
Splits duties with the other Record Analyst/Data Administrator for all sites in the reconciliation of: employer incentive claims, client support requests, site purchases/expenses/invoices, tracking and staff attendance/vacation.
Collaborates with other Record Analyst/Data Administrator in the collection and entry of Employment Services data for three (3) Community Employment Services sites/11 Employment Specialist.
Enters and analyzes information to assist front line staff (Employment Specialists & Job Developers) in the achievement of statistical targets/outcomes.
Supports current staff and new staff in the training of internal processes, guidelines, deadlines, data entry, program client/employer tracking and employer invoicing.
Develops coordinated processes and follows procedures and guidelines required by MLITSD and SSM data collection within the overall framework of college policies and procedures.
Develops, implements and maintains databases (ie: Access, Excel,) of participant and employer activity and produces required reports for staff review and verification for employment programs.
Confirms information requirements have been entered prior to deadline established by MLITSD and SSM as per schedule requirements.
Follows up with site checks and report runs.
Processes, evaluates, prepares and approves employer invoices and participant support requests which includes validating, tracking, and reconciling monthly.
Processes all invoicing/vendor claims (claims, staff expenses) and if applicable enters requisitions/purchase orders into FAST/Banner and reconciles monthly.
Creates vendor and client identifiers via Banner to facilitate client payroll and direct deposit set-up.
Processes capitol requests & P.O.s for and works with vendors to ensure accuracy.
Coordinates with VP/Facilities & Ancillary, Finance & landlords to collect lease agreement terms/rent schedule and processes rental agreements and creates PO’s in FAST/Banner.
Works through logistical requirements of two separate but equally important data systems.
Enters and updates EOIS/ES Cases database to track employer and participant information as required by Employment Ontario.
Analyzes & problem solves any missing or conflicting data between internal databases (CATS, Google Docs and EOIS).
Prepares statistical reports for staff and manager; gathers and compiles divisional and interagency statistical data as requested.
Analyzes & problem solves statistical reports to determine if assigned targets are being met.
Troubleshoots errors in both databases as they occur and backs up data in case of corruption.
Plans and timely coordinates: closing client files; tracking & submitting staff attendance /payroll timesheet submissions via Banner and WTE, data entry and submission of employer invoicing.
Plans and coordinates alerts for Employment Specialists & Job Developers.
Conducts three/six & 12 month follow-ups required with clients/employers.
Processes/maintains all records related to Employment Services Programs and processes information for internal and external audits.
Maintains employer, participant and invoice electronic filing systems.
Provides guidance and interpretation to staff of MLITSD and SSM guidelines and statistical requirements to create necessary forms and processes to track required information efficiently, accurately and to streamline and maintain continuity of workload for Employment Specialists and Job Developers.
Ensures all information required for both internal and external file audits is compiled and completed in files for closed participants.
Inputs invoices/support amount, verifies and tracks dates and final invoices.
Solves accounting issues with Finance as they arise.
Provides training, instruction and guidance to staff (i.e.: data collection, forms, systems, etc).
Initiates organizational on-boarding processes (i.e., initiate requests for banner IDs, new logins, additions to distribution lists, key requests, payroll coordination, direct deposit etc.) for Support Staff, and employers.
Analyzes/problem solves with Employment Specialists/Job Developers/ part-time staff any issues regarding collection of data & data entry.
Tracks/books/returns Social Assistance (SA) referrals.
Prepares correspondence and develops and creates Marketing materials for Employment Services programs.
Records and prepares minutes/action items for weekly team meetings.
Assists Employment Specialists, Job Developers, and Manager as deemed appropriate.
Prepares, mails, and emails appropriate information to clients, employers and other agencies as requested.
Coordinates and plans auxiliary needs of ES locations regarding office supplies/equipment, facility needs and maintenance requirements.
Assists Manager in tracking budget accounts and identifying any issues or concerns.
Manages the ES RIM system for the college.
Assists with file audit requests & DC Finance with Financial Auditor requests for information/backup/rationale.
Liaises with other Durham College areas as issues/concerns occur.
Assists with the coordination of Support staff participation in Ministry, SSM, College and community activities/events.
Performs other one-off duties as related to administrative support.
Performs reception duties for Employment Services staff, answering telephone and walk-in enquiries from potential clients with regards to all Durham College programs and services.
Assists with coverage of Resource Centre when staff is ill, on vacation, unavailable or off-site.
Maintains website and liaises with website provider as required.
Designs and coordinates the production of marketing materials for potential clients, employers and the general public.
Marketing materials include ordering of swag, newspaper ads, flyers, posters, brochures, newsletters, program awareness on community owned websites.