Part Time Records Management Jobs in Ontario (NOW HIRING)

DUTIES ANDRESPONSIBILITIES:
This positionprovides support to clients, staff, employers and Manager of CommunityEmployment Services by performing a variety of complex, coordinated clericalduties associated with the delivery of four Employment Services programs andservices.
The positionsplits the duties with the other Record Analyst/Data Administrator for allsites in the reconciliation of: employer incentive claims, client supportrequests, site purchases/expenses/invoices, tracking and staffattendance/vacation.
The primaryresponsibility of this position also involves collaborating with other RecordAnalyst/Data Administrator in the collection and entry of Employment Servicesdata for three (3) Community Employment Services sites/11 EmploymentSpecialist. This involves the data entry and analyzing of information to assistfront line staff (Employment Specialists & Job Developers) in theachievement of statistical targets/outcomes.
This positionsupports current staff and new staff in the training of internal processes,guidelines, deadlines, data entry, program client/employer tracking andemployer invoicing.
This work requiresthe development of coordinated processes and the following of procedures andguidelines required by MLITSD and SSM data collection within the overallframework of college policies and procedures.
Data& Financial Administration:
Develop, implement and maintain databases (ie: Access, Excel,) of participant and employer activity and produce required reports for staff review and verification for employment programs
Confirm information requirements have been entered prior to deadline established by MLITSD and SSM as per schedule requirements.
Follow-up with site checks and report runs.
Process, evaluate, prepare and approve employer invoices and participant support requests which includes validating, tracking, and reconcile monthly. .
Process all invoicing/vendor claims (claims, staff expenses) and if applicable enter requisitions/purchase orders into FAST/Banner and reconcile monthly.
Creation of vendor and client identifiers via Banner to facilitate client payroll and direct deposit set-up
Process capitol requests & P.O.s for and work with vendors to ensure accuracy
Coordinate with VP/Facilities & Ancillary, Finance & landlords to collect lease agreement terms/rent schedule and process rental agreements and create PO's in FAST/Banner
Working through logistical requirements of two separate but equally important data systems.
Enter and update EOIS/ES Cases database to track employer and participant information as required by Employment Ontario
Analyzing & problem solving any missing or conflicting data between internal databases (CATS, Google Docs and EOIS)
Prepare statistical reports for staff and manager; gather and compile divisional and interagency statistical data as requested
Analyze & problem solve statistical reports to determine if assigned targets are being met
Troubleshooting errors in both databases as they occur and backing up data in case of corruption.
Planning & timely coordination of: closing client files; tracking & submitting staff attendance /payroll timesheet submissions via Banner and WTE, data entry and submission of employer invoicing
Planning & coordinating alerts for Employment Specialists & Job Developers
Three/Six & 12 month follow-ups required with clients/employers. This information is time sensitive if not conducted on time will result in loss of required/managed information which is sensitive to ongoing funding
Fileand Document Preparation:
Process/maintain all records related to Employment Services Programs and process information for internal and external audits
Maintain employer, participant and invoice electronic filing systems.
Provide 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.
Ensure all information required for both internal and external f ile audits is compiled and completed in files for closed participants.
Input invoices/support amount, verify and track dates and final invoices.
Problem solving accounting issues with Finance as they arise
Otherduties as assigned
Provide training, instruction and guidance to staff (i.e.: data collection, forms, systems, etc)
Initiate 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.
Analyze/problem solve with Employment Specialists/Job Developers/ part-time staff any issues regarding collection of data & data entry
Track/book/return Social Assistance (SA) referrals
Prepare correspondence and develop and create Marketing materials for Employment Services programs
Record and prepare minutes/action items for weekly team meetings.
Assist Employment Specialists, Job Developers, and Manager as deemed appropriate.
Prepare, mail, and email appropriate information to clients, employers and other agencies as requested.
Coordinate and plan auxiliary needs of ES locations regarding office
supplies/equipment, facility needs and maintenance requirements.
Assist Manager in tracking budget accounts and identifying any issues or
concerns.
Manage the ES RIM system for the college.
Assist with file audit requests & DC Finance with Financial Auditor requests for information/backup/rationale
Liaison with other Durham College areas as issues concerns occur
Assist with the coordination of Support staff participation in Ministry, SSM, College and community activities/events.
Other one-off duties as related to administrative support
Reception 
Reception duties for Employment Services staff, answering telephone and walk-in enquires from potential clients with regards to all Durham College programs and services.
Assist with coverage of Resource Centre when staff is ill, on vacation, unavailable or off-site.
EmploymentServices Website and Marketing   
Maintain website and liase with website provider as required. Design and coordinate the production of marketing materials for potential clients, employers and the general public.
Marketingmaterials include ordering of swag, newspaper ads, flyers, posters, brochures,newsletters, program awareness on community owned websites