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Job Details

Job Number:  38054
Office Administrator/ Data Integrity Specialist
Job Posted: Tuesday, 12 September 2017
Closing Date: Wednesday, 20 September 2017
(62 days ago)
The Career Foundation
Region: Toronto Metro area Type: Contract - Full time
Location: Etobicoke Salary: (not entered)

Position Type:    Full-time contract

Program location: Etobicoke

Reporting to:     Program Manager

Experience:      2+ years

Contract dates: Immediately – March 31, 2018 (good possibility of renewal)



Responsibilities (include but are not limited to):

CaMS and File Administration

  • Enters service plans for both employers and participants into CaMS with 100% accuracy
  • Assesses CaMS reports, monitor progress of programs and cross references statistics with internal trackers
  • Updates clients employment history, placement information and service activities in a timely manner
  • Serves as an in-house CaMS expert and provides support to various staff as needed
  • Assists with assembling client and employer files according to The Career Foundation’s audit standards
  • Maintains physical and electronic copies of client files
  • Communicates with staff on any missing data, signatures, paperwork etc. needed for the files
  • Ensures that all follow-up information is included in each file as scheduled
  • Performs routine file audits ensuring data entered in CaMS corresponds 100% with hard copy files
  • Upon closing each file in CaMS, completes file checklists to ensure all files are audit ready
  • Keeps track of client service plans and ensure that each file has all exit follow-up’s completed
  • Supports staff with entering client profiles in DNA and Simple CTS
  • Assists with maintaining and closing client files, including data verification, binding of documents, filing and collecting data about service satisfaction
  • Conducts exit follow ups with clients at 3, 6, and 12 months; records status updates in CaMS and in physical files
  • Organizes and maintains a physical and electronic filing system for the office


Reporting / Budget Management

  • Updates and maintains participant registration and budget tracking systems
  • Reports to manager on statistics, expenditures, and program targets for 3 programs
  • Fulfils all employment service documentation requirement
  • Assists in collecting and organizing financial information for budget preparation as needed
  • Maintains accurate and up to date tracking of client support budget
  • Assists in collecting and organizing financial information for budget preparation
  • Collects and processes placement claims that are submitted to finance
  • Reconciles claims with budget allocations for each application/placement to ensure accuracy
  • Maintains up-to-date budget expenditures report in Microsoft Excel, ensuring timely entries into the system
  • Monitors budget commitments for each program based on monthly, quarterly and yearly targets
  • Verifies and reconciles internal trackers with reports from the finance department
  • Reviews target achievements and budget of expenditures for programs and advises management of discrepancies and concerns

Other Duties as Needed:

  • Supports front reception with answering phones and scheduling appointments
  • Assists the Employer Services Consultants in organizing employer events and posting jobs
  • Helps staff in the creation and distribution of promotional materials
  • Maintain resources in the Board Room, Computer Areas and Resource Library
  • Troubleshoots computer and office equipment issues as required
  • Supports program staff with any clerical duties (document creation, hard copy file retrieval)
  • Participates in regular fundraising activities for The Career Foundation
  • Provides coverage for team members to maintain service levels at all times
  • Serves as a resource to team members on areas of quality assurance processes and procedures
  • Assists with preparation and facilitation of office events as needed (open houses, job fairs, media events, etc.)
  • Other responsibilities may be assigned by the management team in other areas of service as needed


Qualifications/ Skills Required:

  • Must possess post-secondary education/ certification in Accounting or Finance related field
  • Knowledge in operating CaMS /EOIS government database   
  • Advanced proficiency in Microsoft Word, Excel, PowerPoint and database applications
  • Experience working with invoices, claims, large budgets and various trackers
  • Familiarity with Employment Ontario funded programs and services
  • Customer service oriented with ability to uphold the organization’s service standards and policies
  • Excellent verbal and written communications skills for giving and receiving information, participating in meetings and writing reports
  • Strong budgeting experience with aptitude in math; must be detailed and accurate
  • Must be self-motivated/self-directed; professional and possess great interpersonal skills
  • Excellent organizational skills, able to multi-task, take initiative when needed
  • Flexible to assist team members as needed to help ensure program goals are met
  • Ability to maintain sensitive information, exhibit tact, diplomacy and good judgment, with high standards of ethics and confidentiality
  • Capable of working under pressure with frequent interruptions; able to prioritize while working on numerous program demands
  • Able to work independently and build strong working team relationships
  • Flexible to work evenings and weekends if required
How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
APPLICATION PROCESS: Applicants please send a cover letter and resume to and addressed to The Hiring Committee. Remember to quote the job title of the position you are applying for in the subject line of your email. No phone calls please. Thank you for your interest in The Career Foundation.
Contact Details:

www:   www.careerfoundation.com

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