Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
The Role:
Verifies, prints, and prepares social assistance payments generated by provincial social assistance database, and issues reloadable payment cards (RPC) for distribution at client welcome spaces. Processes vendor invoices for client benefits and services. Receives, records, and reconciles repayments and reimbursements.
Duties/Responsibilities:
Issues and creates new and replacement reloadable payment cards (RPC) for clients and distributes to client welcome spaces. Registers RPC in bank application system and provincial social assistance databases. Troubleshoots RPC issues. Maintains and tracks records and inventory. Contacts bank and supervisor regarding client card suspensions, reinstatements, and possible fraudulent activity as required.
Reviews, allocates, and reconciles repayments using bank and system reports, social assistance databases, and spreadsheet applications. Receives, records, and reconciles reimbursements (e.g., WSIB, HRDC, CPP, governments, lawyers, insurance, NSF cheques). Makes adjustments in databases. Reviews, records, and tracks applications for reimbursements from government agencies. Responds to requests from government agencies regarding active/former clients for eligible reimbursements. Issues monthly receipts from spreadsheet applications. Reconciles monthly repayments and reimbursements received and creates month-end deposits.
Responds to inquiries and resolves problems with other government offices. Provides information to clients/former clients regarding payments allocated and applied to their overpayment balance or reimbursements as required.
Processes benefits-related invoices on behalf of OW and ODSP clients per provincial requirements. Issues vendor payments in social assistance database for monthly provincially scheduled pay runs. Downloads social assistance database reports for cheque and electronic fund transfer monthly payment reconciliation. Submits invoices to accounts payable as required.
Triages inquiries and requests from caseworkers and other Community Services staff, management, and vendors related to payments and procedures. Troubleshoots discrepancies, resolves issues, and responds as required.
Prints and secures daily and monthly paper cheques generated by social assistance database for client welcome spaces. Coordinates real-time cheques for print with staff at other locations. Sorts and distributes cheques per instructions from caseworkers and management (e.g., for mail, pickup, hold).
Enters, tracks, and maintains data and vendor records in databases/applications. Processes invoices for services (e.g., interpreter services, identification requests, energy arrears, transportation) and maintains related data.
Maintains office supplies, including cheque and payment card stock. Orders and stocks supply.
Identifies database and equipment operational problems. Troubleshoots minor problems. Notifies management regarding system downtime and start-ups. Contacts IT or external service providers to arrange servicing or technical support.
Maintains procedures/user manual for own job. Provides input on new/changed processes to supervisor.
Prepares outgoing statements of assistance, cheques, and inserts. Processes mail and items for courier service.
Performs related duties as assigned.
Knowledge, Skills, and Abilities:
Knowledge and skill acquired through a Grade 12 education and 1 year of related post-secondary courses (e.g., accounting, business administration, bookkeeping, advanced Excel), plus 2 years of related office and customer service experience, or an equivalent combination of education and experience, such as a 2-year diploma in a related field plus 1 year of related experience.
Knowledge of office procedures, word processing, customer service, basic accounting, and financial procedures.
Knowledge of and ability to follow policies, procedures, social assistance database requirements, and related legislation (e.g., privacy).
Problem solving, organizational, and attention to detail skills to identify and resolve database problems, cheque production errors, payment discrepancies/errors; verify database and payment information; reconcile reimbursements and repayments; and meet deadlines.
Communication skills to exchange information with other staff, management, government offices, government agencies, and vendors; and participate as an effective team member.
Ability to read and understand information in databases, manuals, reports, and correspondence. Ability to write memos and receipts.
Ability to handle personal/sensitive material with confidentiality and discretion.
Computer skills with ability to use software such as Microsoft Office, provincial social assistance database, other benefit and payment application systems, and banking system.
Ability to alter hours to meet program requirements.
Must provide an acceptable criminal record and judicial matters check for bondability.
Ability to support and demonstrate the Region’s values.
In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits.
We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.
The Region of Waterloo is an equal-opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage, and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number 519-575-4400, or TTY number 519-575-4608 to request an alternate format.
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