Job Specification

Purpose of Position :

To provide a range of administrative, clerical and customer services to support the overall child care licensing
process. To provide administrative support services to the Manager.

Duties / Responsibilities :

Within an assigned regional office, the position:

1. Provides administrative services in support of the regional child care licensing process as required, including reviewing electronically submitted license applications for completeness prior to forwarding to the Manager for approval/sign-off, emailing completed licenses and related materials to the operator, entering and retrieving information from child care databases/systems, receiving/coordinating inquiries from operators regarding license status, emailing information and license applications to prospective operators, generating a variety of reports (e.g. caseload reports, status of license expiries, serious occurrence reports). Coordinates logistics for meetings with operators and community members as required and processes license payments as required.

2. Receives, logs and tracks all complaints directly from complainant or from licensing staff about child care settings with more than 5 children operating without a license and related follow-ups according to established service requirements timelines, provides regular reports to the Manager to ensure timely follow-up.

3. Provides clerical financial services in support of regional administration including prepares purchase orders and processes invoices, monitors and reconciles P-Card expenses, enters and reconciles financial information into IFIS, maintains appropriate financial records, including expense records for all unit staff. Prepares financial reports (e.g., budget, spending, p-card reconciliation, travel diversion reports, etc} for manager's information and/or approval; orders supplies

4. Provides customer service and response to inquiries from the general public, operators and community partners (e.g. municipalities, school boards}; provides routine information and materials within established procedures or referral to the branch website; referring more detailed inquiries to the Manager or Program Advisor.

5. Provides secretarial support services to the Manager including scheduling and managing daily appointments and meetings in Outlook; booking travel as required; assembling required background materials for manager's attendance at meetings. Schedules all team meetings and other meetings, including room and equipment reservations, ordering refreshments and printing materials for participants. Supports the Manager by coordinating and providing information on Program Advisor schedules.

6. Coordinates correspondence (including email correspondence} and other action items including date stamping incoming mail; redirecting to Manager/Program Advisors as required; tracking correspondence flow to ensure timely responses. Liaises with the corporate office to ensure that the correspondence is addressed and routed as per the standard. Maintains email lists of licensed operators and coordinates dissemination of electronic communication to operators as required.
7. Provides administrative services for the Office including: maintaining regional electronic and hard copy
files, including file retention records; office supplies and other general office needs, arranging for maintenance of office equipment, coordinates staff attendance/vacation reports; conducts basic internet research as required, support and checklist for new staff in the Unit; prepares SODO (Service Order Desk On-Line} requests for manager's approval; maintains email contact lists.

8. Participates in Administrative Assistant teleconferences/meetings with the corporate office and other Administrative Assistants to ensure consistency in processes, procedures and customer service across the Province. Provides back-up to colleague Administrative Assistants in other regions including assistance as required. Some travel is required on occasion.

Managers have the right to assign additional duties.

Staffing and Licencing :

Typing 45 wpm; word processing proficiency.
Proficiency in French at the advanced level both oral and written.

Knowledge :

Job requires knowledge of:
• Branch processes and procedures for child care licensing to provide administrative services in support of the ministry's child care licensing processes including flow of documents, response to routine inquiries and review of applications for completeness.
• Branch customer service protocols and service requirements regarding the complaints process to receive, log and track all complaints about child care settings and to respond to routine inquiries from the general public, operators and community partners.
• Ministry/government financial and clerical accounting policies, processes and systems to process license payments and unit invoices; prepare financial reports (e.g., budget, spending, p-card, travel).
• Administrative and secretarial protocols, best practices and procedures to provide secretarial and administrative services in support of the Manager and regional office administration.
• Use and capabilities of standard office software including word processing, database management, spreadsheet, email, and basic internet research to provide administrative services.
• Use of specialized ministry and government systems including child care information systems, IFIS to utilize in the provision of financial services, WIN to report attendance, to coordinate correspondence and child care systems for the flow of license applications and the generation of a variety of activity and complaints reports.
• Government records management procedures to maintain regional electronic and hard copy files, including file retention records.

Skills :

Job requires:
• Reviewing skills and attention to detail to review license application for completeness and ensure accuracy of information entered into the child care databases/systems;
• Reviewing skills to track and monitor the flow of all complaints about child care settings with more than 5 children operating without a license and reporting updates to the manager.
• Reviewing and analytical skills to review and process license payments and reconcile expenses, ensuring accuracy of calculations.
• Reviewing and problem solving skills to prepare financial reconciliations and to monitor and reconcile P-Card expenses.
• Reasoning and problem solving skills to respond to incoming calls including determining nature of call, referring to established procedures or website for routine response to referring to the Manager or Program Advisor for response.
• Reasoning skills to determine appropriate materials to assemble for manager and for team meetings and meetings with external partners.
• Reviewing and reasoning skills to determine appropriate routing of incoming correspondence and to maintain a variety of databases in support of regional administration.

Job requires:
• Oral communication skills to provide customer service and response to routine inquiries from the general public, operators and community partners (e.g. municipalities, school boards) including status of licenses.
• Oral communication skills to liaise with Regional office staff to provide administrative services and support and with to liaise with corporate office to ensure that the correspondence is addressed as per the standard.
• Oral communication, interpersonal and team skills to participate in Administrative Assistant teleconferences/meetings with the corporate office and other Administrative Assistants to ensure consistency in processes, procedures and customer service across the Province
• Written communication skills to prepare routine emails and to proofread correspondence prior to distribution.
• Proficiency in French at the advanced level both oral and written.

Freedom of Action :

Job requires working within established branch administrative, customer service and correspondence protocols, service requirements and standards. Job requires latitude in decision making by receiving, reviewing for information prior to forwarding to the Manager for approval/sign off and in receiving/ coordinating inquiries from operators regarding license status. Job requires receiving, logging and tracking all complaints about child care settings with more than 5 children operating without a license and related follow-ups; in supporting license payment and regional administration by processing payments, maintaining spreadsheets, ensuring accuracy of all payments. Job requires coordinating logistics for meetings with operators and community members as required;
in supporting the Manager by coordinating and providing information on Program Advisor schedules; in generating
a range of reports to support both child care licensing and overall regional administration and in providing customer services, secretarial support and correspondence coordination for the office. Job provides back-up to colleague Administrative Assistants in other regions including assistance as required. Job requires referring such complex matters as: inquiries or complaints which have potential for high media attention, or when inquiries or complaints affect the health and safety of children at risk