Job Posting 82588

Data Integrity & Customer Service Specialist
The Career Foundation
Toronto Metro area
closes in 15 days (Sun, 12 Jun)
full time - temp / contract

About The Career Foundation: The Career Foundation is a dynamic non-profit organization that offers a wide range of employment, training, and HR services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals have described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at

Some of the benefits and features available to our employees include: 

  • Competitive compensation
  • A comprehensive Health Benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
  • A comprehensive Dental Insurance plan
  • An Employee & Family Assistance program
  • An RRSP Matching plan
  • A Wellness program

Position description: The Data Integrity & Customer Service Specialist is an integral part of the Administrative and Customer Service department that supports The Career Foundation’s five full suite Employment Centres. Reporting to the Manager, Data Governance, Quality Assurance and Administrative Services, the Data Integrity & Customer Service Specialist is responsible for the collection, tracking, and input of essential data from multiple channels, and ensuring that the information is complete and accurate. In addition, the Data Integrity & Customer Service Specialist is responsible for recording and maintaining data in internal and funder-mandated systems, analyzing and preparing various reports, responding to client inquires, and other essential duties.

  • Position type: Full-time contract until March 31st 2023, with good possibility to lead to permanent
  • Number of Positions: 1
  • Experience Required: 2+ years
  • Reporting to: Manager, Data Governance, Quality Assurance and Administrative Services
  • Location: This is a hybrid-remote opportunity comprised of on-site work at a base office location at Yonge and St. Clair in Toronto, and work-from-home functions. Schedule to be determined by management. Potential for remote work component is contingent on the successful candidate possessing appropriate work-from-home space and high-speed internet connection. 
  • Start date: Immediately

COVID-19 Vaccination Requirement: The Career Foundation is committed to the health and safety of its workforce. As of December 16, 2021, successful candidates for our internal employment opportunities must be fully vaccinated against COVID-19 and submit proof of same prior to receiving an official employment offer. Accommodations will be made where possible for qualifying medical or religious exemptions.


Responsibilities include but are not limited to:

File Administration:

  • Enters confidential client data into internal and funder-mandated online systems with total accuracy.
  • Assesses online reports, monitors progress of programs, and cross-references statistics with internal trackers.
  • Updates client data and service histories in online systems to reflect services received.
  • Serves as an expert in internal and funder-mandated online systems and provides support to team members on same, as required.
  • Assists with assembling and auditing client files according to The Career Foundation’s audit standards.
  • Maintains hardcopy and electronic copies of client files.
  • Communicates with staff members regarding any missing data, signatures, paperwork, etc. required for client files as submitted from their caseload and ensures that all follow-up information is included in each file.
  • Performs routine file audits, ensuring that data entered into all online systems corresponds accurately with hardcopy files.
  • Completes file checklists to ensure that all files are ready for funder audits.
  • Tracks client service plans and ensures that each file has all exit follow-ups completed.
  • Supports staff as needed with entering client profiles into The Career Foundation’s databases and tracking systems.
  • Performs full process required for client file closures, including data verification, binding of documents, and filing.
  • Conducts exit follow-ups with clients at regular intervals (3, 6, and 12 months), and records status updates in client files.
  • Organizes and maintains physical and electronic filing system for the five Employment Centre sites.
  • Generates dashboards using Microsoft Power BI, while providing data visualization and reporting to management.
  • Analyzes data and performs data cleaning on available datasets prior to report generation.
  • Covers front-desk reception and main phone line for staff coverage, as needed.
  • Other duties as assigned.

Reporting / Budget Tracking:

  • Updates and maintains client registration and budget tracking systems.
  • Reports to Manager on statistics, expenditures, and program targets for the five Employment Centre sites.
  • Fulfils all reporting requirements for employment service documentation records.
  • Assists in collecting and organizing financial information for budget preparation as needed.
  • Maintains accurate and up-to-date tracking of client supports budget.
  • Collects and processes placement claims that are submitted to the Finance department.
  • Reconciles claims with budget allocations for each application and client work placement to ensure accuracy.
  • Maintains up-to-date budget expenditures report utilizing Microsoft Excel and other software, ensuring timely entries into trackers and systems.
  • Monitors budget commitments for each program site 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 assigned.

Customer Service:

  • Conducts outreach and follow-up calls to job seeking participants following hiring events and/or other marketing initiatives.
  • Secures and conducts a minimum of 41 (“mini”) intakes per week with new clients and enters information into online systems for case files and service plans, including work history, NAICs, and NOCs.
  • Facilitates at least one workshop per month to make new potential clients aware of The Career Foundation’s services.
  • Attends to incoming calls, walk-in clients, and online applicants to provide program information.
  • Responds to messages and requests from partners, suppliers, and employer clients, including incoming and outgoing e-mails and faxes.
  • Assists job seeker clients in the office’s computer lab, including troubleshooting computer and office equipment as required.
  • Other duties as assigned.
  • Post-secondary diploma or degree in business administration, finance or related field is preferred, or an equivalent combination of education and experience is required.
  • Must possess a minimum of 2 years of proven, hands-on experience in a similar professional administrative role. Prior experience working with budgets, invoices and financial data, and compiling statistical reports considered a strong asset.
  • Outstanding detail orientation, organizational skills, problem solving and analytical skills, with a proven ability to multitask and meet deadlines.
  • Proven track record in a results-driven environment, with solid experience in meeting or exceeding goals, is preferred.
  • Advanced proficiency in Microsoft Office Suite with an emphasis on Excel, as well as Zoom, and Outlook 365 applications, including Teams, SharePoint, Forms, and Bookings.
  • Excellent verbal and written English communication skills with ability to clearly communicate information verbally and in writing. Fluency in a second language will be considered an asset.
  • Exceptional customer service skills and ability to uphold the organization’s service standards, policies, and core values in all interactions with fellow staff members, partners, and other stakeholders.
  • Ability to maintain sensitive information, exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality.
  • A professional and courteous approach to client service with a high level of respect for the diversity of the people served.
  • Aptitude and willingness to learn and work with new online systems and technologies.
  • Strong organizational skills and very responsive and flexible to evolving responsibilities in order to respond to different priorities, with work varying from day-to-day.
  • Punctual, self-motivated and self-directed.
  • A positive approach to work and willingness to take initiative to lend assistance where needed to ensure that the team is successful in meeting department goals.
  • Willingness and flexibility to occasionally work outside of normal business hours, including evenings and weekends, during peak periods, when required.
  • Must be willing to work from base office location at Yonge and St. Clair in Toronto and be equipped to work remotely from home with reliable internet connection for a potential hybrid-remote working schedule, as determined by the Manager, Data Governance, Quality Assurance and Administrative Services.
  • Must be fully vaccinated (two doses) against COVID-19. The successful candidate will be required to submit official documentation to confirm vaccination status prior to job offer.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.

Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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