Program Assistant - Employment Services (ES) Job Description

Transcription

1 Hours per week: Vacancy Program Assistant - Employment Services (ES) Job Description Under the direction of the Program Coordinator, the Program Assistant performs the following duties; communicating efficiently and effectively with internal and external customers. She is responsible for clerical and data entry support for Employment Services (ES), Employment Ontario Information System (EIOS) database management. She assists the Director and Coordinator of Employment Services in the collection and tabulation of data for the purposes of month end reporting and other activities related to determining WESTs Overall Service Quality success. PRIMARY DUTIES AND RESPONSIBILITIES: Greet people and provide information about WEST programs and services answers other general inquiries and refers appropriately while following standard procedures for receiving and directing calls and handling walk-in clients Administrative duties including photocopying, faxing, filing documents and providing assistance to WEST staff as required Booking appointments for ES staff and clients using Microsoft Outlook Operate a multi-line telephone system to answer, screen and forward telephone calls and take messages. Register clients and verify applications in accordance with established procedures. Assemble data and prepare periodic and QSAR reports (monthly, dynamic) Issue enrolment and attendance letters to authorized agencies at the written request of the participants Enters and ensures accuracy of data entered into both RI and EOIS databases on daily basis Update the daily attendance and do regular follow-ups. Manage waitlists for all WEST programs. Send and receive messages and documents using fax machine or electronic mail. Provide assistance in special program and events Organizing and maintaining databases; record necessary statistics; drafting and formatting outgoing correspondence and memos Maintains a working relationship with WEST s Departments Manage client files and prepare reports periodically; compile, verify, record and process applications and other forms and documents in accordance with established procedures, organize, label and prepare files for appointments, prepare reports for WEST management periodically and update and maintain client list in computer for record searching and reporting Collects, summarizes and reports customer satisfaction surveys for ES program activities Booking boardrooms for workshops, meetings, etc., ensuring all required equipment is available Ordering office supplies, and maintaining Purchase Orders - Maintain office equipment (ex. change printer cartridges/toner, call service people, etc.) Other duties as assigned

2 QUALIFICATIONS: a) Must have a community college diploma or university degree in administration or a minimum of 2 years reception/administrative experience in lieu of education b) Experience working with people from various cultural, ethnic and socio-economic backgrounds c) Excellent time management skills with the ability to multi-task in a fast paced environment d) Excellent oral and written communication skills including an excellent telephone manner. e) Intermediate proficiency in MS Office programs (including Word, Excel, and PowerPoint) f) Experience with database management g) Flexibility regarding assigned work hours and location h) Effective communication, organizational and customer service skills i) Familiar with Privacy laws j) SECOND Language an asset Apply in writing no later than Tuesday, March 15, 2011 with a cover letter and resume to: WEST Hiring Committee Ouellette Avenue Windsor, Ontario N9A 4J4 Fax: (519) careers@westofwindsor.com WEST Inc. reserves the right to hire during the posting period. We thank all candidates for their interest; however, only individuals selected for interviews will be contacted. Due to the large volume of applicants, we regret we cannot confirm that our office has received resumes.

3 PARTICIPANT SERVICES SPECIALIST Job Description Hours per week: Vacancy Under the direction of the Program Coordinator, the Participant Services Specialist is the primary point of contact and source of information for all applicants and participants. Duties include: Greet people and provide information about WEST programs and services and answer other general inquiries. Operate a multi-line telephone system to answer, screen and forward telephone calls and take messages. Register clients and verify applications in accordance with established procedures. Schedule and confirm appointments, using manual system. Assemble data and prepare periodic reports (monthly, dynamic) Issue enrolment and attendance letters to authorized agencies at the request of the participants. Screen participants for transportation assistance and provide bus tickets to eligible candidates only. Update the daily attendance and do regular follow-ups. Manage waitlists for all WEST programs. Set up and maintain filing system; photocopy and collate documents for filing. Manage and update the inventory list for Ready for Work Program. Review files periodically to ensure they are complete and correctly filed. Send and receive messages and documents using fax machine or electronic mail. Provide assistance in special program and events and assist other staff members in accomplishing various tasks. Use Automated Reservation System for CIC Programs and other databases (as assigned) to update organization, site and course information,, manage the client progress; enroll, re-enroll and withdraw clients from classes, enter clients proficiencies, manage waitlists and update child minding information (if applicable) Manage client files and prepare reports periodically; compile, verify, record and process applications and other forms and documents in accordance with established procedures, organize, label and prepare files for appointments, prepare reports for WEST management periodically and update and maintain client list in computer for record searching and reporting Other duties as assigned

4 Qualifications Must have a community college diploma or university degree in business or experience in lieu of education Effective communication, organizational and time-management skills Must have strong typing and data management skills Must have good customer service skills and detail oriented Be proficient in computer skills - MS Word*, Excel*, PowerPoint and Internet Ability to work independently and as a part of a team Flexible, dependable and hardworking, sensitive to needs facing the unemployed 3 years related experience in office area is required SECOND Language an asset *Essential skills Apply in writing no later than Tuesday, March 15, 2011 with a cover letter and resume to: WEST Hiring Committee Ouellette Avenue Windsor, Ontario N9A 4J4 Fax: (519) careers@westofwindsor.com WEST Inc. reserves the right to hire during the posting period. We thank all candidates for their interest; however, only individuals selected for interviews will be contacted. Due to the large volume of applicants, we regret we cannot confirm that our office has received resumes.

5 Information and Referral Specialist Job Description Hours per week: Vacancy Under the direction of the Executive Director, the Information and Referral Specialist is the primary point of contact and source of information for all applicants and participants. Primary duties include: Greet people in-person and provide information about WEST programs and services and answer other general inquiries. Operate a multi-line telephone system to answer, screen and forward telephone calls and take messages. Register clients and verify applications in accordance with established procedures. Schedule and confirm appointments, using manual/electronic system. Assemble data and prepare periodic reports (monthly, dynamic) Issue enrolment and attendance letters to authorized agencies at the request of the participants. Update the daily attendance and do regular follow-ups. Manage waitlists for all WEST programs. Set up and maintain filing system; photocopy and collate documents for filing. Manage and update the inventory list for Ready for Work Program. Review files periodically to ensure they are complete and correctly filed. Send and receive messages and documents using fax machine or electronic mail. Provide assistance and assist other staff members in accomplishing various tasks. Other duties as assigned Qualifications: Must have a community college diploma or university degree in business or experience in lieu of education Effective communication, organizational and time-management skills Must have strong typing and data management skills Must have good customer service skills and detail oriented Be proficient in computer skills - MS Word*, Excel*, Outlook*, PowerPoint and Internet Ability to work independently and as a part of a team Flexible, dependable and hardworking, sensitive to needs facing the unemployed 3 years related experience in office area is required SECOND Language an asset *Essential skills

6 Apply in writing no later than Tuesday, March 15, 2011 with a cover letter and resume to: WEST Hiring Committee Ouellette Avenue Windsor, Ontario N9A 4J4 Fax: (519) careers@westofwindsor.com WEST Inc. reserves the right to hire during the posting period. We thank all candidates for their interest; however, only individuals selected for interviews will be contacted. Due to the large volume of applicants, we regret we cannot confirm that our office has received resumes.