Financial Services Coordinator (Employment and Income Support/Community Services)

Job Number: 3272
Job Type: Full-Time
Temp Contract Length: 18 Months
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Financial
Number of Positions: 1
Department: Income Support Operations
Division: Corporate Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 009
Salary Range: $34.85 - $39.46 per hour

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051.

Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Provides financial and accounting services to the Community Services Department, Ontario Works (OW) and related programs including but not limited to expenditure reporting, verifying/reconciling accounts, payment controls, budget preparation and monitoring, and conducting financial inquiries and projects.

Prepares subsidy claims, budget submissions and year end reports for assigned provincial programs operated by the Region. Prepares reports used by senior leaders in decision making.

Participates and represents Corporate Finance in cross-departmental OW and related program working groups and meetings.

As an integral member of our Corporate Finance team, you will be a part of a dynamic team that is committed to supporting the management of the Region's financial processes and reporting, with particular focus on the financial accounting for the Ontario Works program within Waterloo Region. You will work closely with the entire Treasury and Finance team, Community Services program delivery team, and numerous other internal partners as you coordinate the financial and accounting services in areas including daily banking processes to ensure timely and accurate Ontario Works benefit payments, expenditure reporting, reconciling accounts, and preparation of the Region's subsidy claims and reporting to the Province.

Duties/Responsibilities

• Prepares monthly OW subsidy claims for reimbursement to the Province for management approval, including consolidating and reconciling OW accounts payable and receivables from various sources (provincial social assistance database, bank statements, Oracle Financials, Excel). Prepares and submits supporting documentation to the Province for monthly subsidy claims.
• Coordinates daily banking activities for the OW program. Uploads and submits daily electronic payment files and completes trace/recall and stop payment requests in banking systems. Tracks account balances, reviews transactions, identifies unusual activity (double entries, amounts, missing payments), resolves errors and anomalies; and provides direction to Employment and Income Support (EIS) staff including caseworkers regarding payment control processes and client account status. Notifies other Finance and bank staff of banking/accounting exceptions, errors and omissions.
• Monitors and reconciles the Region’s social assistance bank accounts. Ensures funds due to the Region from other levels of government are received and accounted for. Verifies account accuracy. Reconciles revenue holding accounts relative to the receipt of OW administration, OW allowances and benefits, and related program funds. Investigates and corrects errors in the general ledger as required. Develops and maintains complex spreadsheets to track and compute relevant financial data.
• Prepares monthly reports to monitor operating expenditures and other related program data against approved budgets. Provides information and reports for management, and program and subsidy claim audits as requested. Assists in the preparation of program-specific audits for the Region’s external auditor.
• Assists service providers and banks on billing procedures and client account status.
• Acts as program records officer. Coordinates/oversees information management activities and ensures they are implemented and maintained. Approves records storage and disposal requests and coordinates information requests. Maintains manuals and publications.
• Prepares monthly and annual journal entries related to OW program expenditures and allocates approximately $8M of payments issued monthly through the social assistance management database into general ledger accounts. Investigates and resolves journal voucher errors.
• Receives and investigates inquiries and requests from OW caseworkers, management and other Community Services staff. Provides guidance and direction to OW program staff for payment processes and correcting client and vendor payment errors and issues. Interprets requests and supports the resolution of payment errors including unique/ complex financial errors in the provincial social assistance database. Liaises with Community Services policy and technology support staff regarding system-wide payment issues and impacts.
• Submits requisitions to maintain cheque stock and electronic payment paper stock supply. Maintains and orders reloadable payment card inventory from the bank. Prepares monthly payment requisitions to ensure reloadable payment card bank account balance is sufficient to fund daily and monthly client payments. Purchases, distributes, and tracks grocery cards for EIS and other related programs.
• Administers staff user access for Finance/Community Services internal applications (e.g. OW benefit database, OW cheque database).
• Participates and represents Finance in multi-divisional working groups and meetings regarding OW and related programs.
• Assumes some of the duties/responsibilities of the supervisor as assigned in that incumbent’s absence (e.g., assigns tasks to staff, ensures coverage, monitors attendance, responds to inquiries from staff/external agencies).
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a 3-year Bachelor’s degree in a related field plus 3 years of related experience. An equivalent combination of education and experience will be considered.
• Knowledge of financial and management accounting principles and practices, financial/systems analysis, and business, economics, and mathematical principles.
• Knowledge of and ability to comply with policies and procedures, municipal financial accounting policies and procedures, generally accepted accounting principles (GAAP), banking guidelines and accepted practices, provincial social assistance database requirements, and related legislation (e.g., OW, disability support).
• Analytical, problem-solving, and organizational skills to organize workload, meet priorities, provide/respond to ad-hoc requests for information, prepare subsidy claims, coordinate direct banking for social services accounts, and reconcile errors.
• Communication skills to interact and exchange information with other Finance and program area staff; support staff learning and compliance with established business processes; provide financial information and guidance to other staff with varying levels of understanding; participate as an effective team member; and communicate effectively and professionally with others.
• Ability to read and interpret client files, program financial requests, invoices, forms, policies, procedures, and financial information.
• Ability to create and prepare spreadsheets and schedules related to subsidy claims, budgets, financial reporting and payment requisitions, emails, letters and instructions.
• Understanding of provincial technology systems used by client departments and their impacts on accounting and reporting requirements.
• Computer skills with ability to use software such as Microsoft Office, advanced Excel functionality, and financial systems including provincial social assistance database and online banking platforms.
• Must provide an acceptable criminal record and judicial matters check for bondability.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace.

For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email talentmanagement@regionofwaterloo.ca.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).