Administrative Clerk
County of Lambton
Sarnia, ON
  • Please note: This is a temporary position for a period of up to six (6) months.
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Overview

Provide clerical and administrative support to the Social Planning & Children's Services Department and the Procurement & Project Management Department. Act as a liaison with the LSSC partners and external contacts providing exceptional customer service and support to them and clients.

Duties and Responsibilities

Records and Billing:
  • Administer all records of attendance and quarterly billing for LSSC partners, P.O.S. agencies, all subsidized children in childcare centres and licensed home care
  • Maintain computerized data bank for all subsidized children, Circles clients in IDS system and P.O.S. agencies
  • Prepare monthly and quarterly billing/payable for purchase of service for Homelessness, Children's Services and Poverty programs
  • Prepare monthly record of attendance as per billing submitted from the Purchase of Services agencies
  • Input records of agencies as per P.O.S. on tracking system (i.e. insurance certificates, required licensing, etc.)
  • Input of attendance into OCCMS (Ontario Childcare Management System) for all childcare agencies and reconcile with vendor attendance
  • Generate cheque payable to the purchase of service agencies through iCity computer system
Client Records:
  • Maintain record of Circles clients’ files
  • Process all documentation in regards to approval of Circle loan/grants and or term letters to client and childcare agencies involved
  • Mail and fax letters
  • Maintain data bank and issue reassessments letters to clients in a timely fashion to avoid lapse in childcare
  • Process documentation in regards to P.O.S. agency agreements for Homelessness and poverty initiatives
Administrative Duties:
  • Prepare and submit for payment - staff travel, training, advances and reimbursement of expenses
  • Compose letters and memos as required
  • Receive record and distribute confidential information
  • Assist Supervisor and staff with specific research functions as assigned
  • Answer phone. Direct individuals, calls and inquiries to the appropriate person
  • Provide reception/switchboard relief as required
  • Set up SP&CS staff, childcare caseworker appointments on Central Booking System
  • Set up monthly calendar, meetings and agendas for caseworkers staff in CBS Outlook as required by supervisor / and or caseworkers staff
  • Book rooms for internal and external groups
  • Maintain tracking system or P.O.S. agreements issuing compliance letters/memos for certificates of insurance, licensing, inspections and other agreement requirements
  • Manage proximity card and EMS system for LSSC partners
  • Act as a liaison with LSSC partners and provide exceptional customer service to clients and outside organizations
Technology:
  • Working knowledge of computer programs and databases used in daily work (May include: SDMT, CBS, Microsoft Office, Vadim, Excel, Yardi Property Management, MTO, OSAP, EI, OCCMS, etc.)
General:
  • Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
  • Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis
These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements
Direct Supervision: Not applicable
Indirect Supervision: Not applicable
Functional Authority: Not applicable

Qualifications

Minimum Formal Education
  • Completion of Grade 12 and graduation from a 2 year Community College Diploma in Business Accounting and or Bookkeeping
Experience
  • 3-6 months experience in related work and demonstrated experience in accounting, computer and communication skills
A valid Ontario driver’s license and use of a vehicle.