Ontario Works Team Assistant

Join us and help make a difference! At Grey County we work together to deliver essential public services that meet the needs of our communities. Grey County isn't just a great place to live; its also a great place to work!

We are proud to offer competitive wages and an attractive total compensation package. We support learning and continuous employee development, and champion career progression for our employees. We value work-life balance, so you can make the most of your career at Grey County, while making the most of your life in Grey County!

Apply now to join our team!

Please be advised this a twelve (12) month contract position. The anticipated start date is April 10, 2024. The closing date for this posting is Friday, March 8, 2024 at 4:30pm.

Purpose

To provide client-centred, high-quality customer service in an empathetic manner as well administrative, clerical, and computer support services to a team of staff in the Ontario Works program. Work assignments follow established office procedures, and provincially mandated guidelines which require knowledge of office and computer operations.

Responsibilities

• Answer telephone calls, electronic communication, receive walk-in clients and refer all contacts to appropriate staff
• Maintain and manage records in various corporate computer programs
• Data entry in social assistance software program
• Assist callers and visitors by providing community resources and program information
• Complete initial intake processes as appropriate including reapplications, reinstates, and file transfers
• Triage and schedule intake and case management appointments as appropriate
• Responsible for mail services including, sorting, and distributing mail, as well as sort and ensure all outgoing mail is sent out in a timely manner
• Photocopying, scanning and faxing of documents as required by the department
• Assist with client payment distribution processes (cheque/reloadable payment card etc.)
• File management including compiling client files, filing, retrieve and copying information, file transfers, including to other jurisdictions and to Ontario Disability Support Program and prepare for shredding
• Support the process of receiving cash and cheques for reimbursements
• support the process of Municipal Freedom of Information and Protection of Privacy Act, and Personal Health Information Protection Act
• Prepare flyers/brochures and templates as required
• Maintain supply of required forms and office supplies as required
• Request and distribute third party reports and maintain record of requests
• Print and prepare application, and financial review packages
• Perform other duties as assigned

Other Duties

• Provide corporate support for telephone reception and interdepartmental mail distribution
• Occasional Local Systems Support coverage
• Maintain skills and knowledge by taking training and development through courses, seminars and selected reading.
• Responsible, as an employee, for occupational health and safety and emergency management.

Working Conditions

Hours of work are based on a 35 hour work week. Work is subject to regular deadlines and constant interruptions and is carried out in a public office environment and in other community locations suitable for the delivery of services. Overtime may be required on occasion. Hours of work may be flexible to accommodate meetings and forums with external stakeholders. Travel within the area may be required. Outside of office work conditions can involve exposure to unfavourable road, traffic, and extreme weather conditions.

Contacts

Internal Working Relationships

Work closely with staff within Social Services and other Grey County departments.

External Working Relationships

Interact with clients, community agencies, service suppliers and partners developing positive working relationships.

Knowledge and Skill

• Minimum one-year certificate from a recognized college of applied arts and technology in Office Administration
• Proficient skill in Microsoft Office products and the ability to learn new technology
• Approachable with effective communication skills, both written and verbal
• Communicate in an empathetic and client centered manner
• The ability to prioritize and organize work flow with the ability to exercise judgment and maintain confidentiality
• Effective interpersonal skills coupled with empathy, objectivity and understanding of barriers and challenges experienced by clients is an asset
• 
  Nature of work requires working as part of a team and independently
• Knowledge of social assistance technology is an asset
• Valid drivers’ license or access to reliable transportation

Impact of Error

Errors or omissions including the provision of inaccurate information could negatively impact the effectiveness of the organization’s overall service delivery.

Delay in distributing mail can result in late receipt of income cheques for clients, as well as other important time dated documentation.

Errors in processing reimbursements can result in loss of revenue for both the client and the department.

Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.

Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References