Data & Records Administration Specialist - Waterloo, Canada - Conestoga College

Conestoga College
Conestoga College
Verified Company
Waterloo, Canada

1 month ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Requisition Details:

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Job Title:Data & Records Administration Specialist**:

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Requisition #:24-0470**:

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Location: Waterloo

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Department: Workforce Access Program

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Payband: G

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Starting Rate: $32.49

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Payband Range: $ $37.66

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Hours/Week: 24

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Posting Date: Thursday, May 23, 2024
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Closing Date: Thursday, May 30, 2024 at 11:59 PM EST
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Vacancy Type: Support Staff
  • Parttime Regular
Support Staff Regular Part-time New Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)


Responsibilities:


Establishing Financial Systems & Duties

  • Understands different funding protocols and revenuegenerating accounts
  • Monitors and revises monthly expenditure statements through the College Webbased Financial System (PA1) and verifies completeness of financial records to program data
  • Monitors projected versus actual expenses of nonsalary items and disseminates information appropriately
  • Provides cost analysis, identifies trends, and forecasts for expenditures
  • Collects, reviews, and records information for all financial incentives and prepares documentation for manager approval and accounts payable for reimbursement
  • Sends reminders to employer liaison staff regarding outstanding claims or incomplete claim information
  • Responds to employer, participant, or staff inquiries regarding financial incentive payments
  • Collects supporting documentation for payroll to process training support allowances to eligible claimants
  • Ensures documentation is complete as per the program guidelines and Conestoga accounting/payroll processes
  • Works with accounts payable and payroll to correct errors with employers or financial incentive payments
  • Ensures weekly reports are posted to the College intranet for program staff and manager to review and manage disbursement or commitment of funds
  • Verifies the completeness of College financial records to program data at month and yearend

Records Management

  • Standardizes the collection of information across the team for the daily entry and submission of quality and accurate data to the funder
  • Investigates the accuracy and completion of large volumes of data, and monitors, analyzes, and interprets collective reporting across the team
  • Responds to internal and external inquiries for information and recommends course of action that adheres to privacy laws
  • Resolves problems with information management by effective use of software and other information management resources
  • Ensures systems used for creating and storing records are operating, maintained, and backed up to provide access to electronic files throughout their entire lifecycle
  • Analysis of data through the daily report tracking for the team and program managers, monitoring of individual and team results

Canada Ontario Jobs Grant (COJG) Project Management

  • Ensures COJG employers, participants, and trainers are eligible under COJG guidelines
  • Organizes, schedules, and completes COJG training monitoring onsite at employer or training locations or virtually.
  • Ensures that COJG training agreements are approved and signed by the Manager prior to the start date of training

Technical Support

  • Reviews and analyses program guidelines and system/procedural changes for multiple programs and adjusts as the funder makes modifications throughout the contractual agreements
  • Provides technical support and guidance to staff regarding data collection

Qualifications:


  • Twoyear Diploma in Office Administration, Business, Communication, General Arts & Science, Humanities, or other related fields of study
  • Three years of experience using advanced Microsoft Office skills, including data manipulation
  • Ability to communicate correctly and effectively, both verbally and in writing
  • Human relations skills to diplomatically handle situations with clients, College employees, partner agencies, funders, and employers
  • Ability to organize, multitask, and schedule work with speed and accuracy to meet deadlines
  • Time management skills
  • Ability to adapt to change
  • Effective problemsolving skills
  • Ability to establish and maintain manual and electronic filing systems, and maintain confidentiality
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