Location: Ottawa, Ontario

Reports to: Assistant Director, Employment Services

Employment Status: Full time permanent

Bargaining Unit Status: Not included

Annual Salary: $53,788.80- $64,708.80

Language requirements: English is essential, French is essential

Bona Fide occupational requirement (BFOR): N/A

Schedule: Monday to Friday, 40 hours per week

Reference Number: 25-129

Closing Date: October 17th, 2025

Posting Stage: Internal and External

About us:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 400 caring professionals in a unionized environment in over 26 locations across Ottawa.

The Compliance and Data Management Clerk is responsible for database management and file compliance activities, associated with Integrated Employment Services Delivery Model (IESD) managed within Employment Ontario Information System - Case Management System (CaMS). This role will also provide data entry and quality assurance of data in Caseflo, and provide general administrative support to the Youth Services Bureau Employment Services team.

Principal Duties:

Information Management

• Provide timely updates and changes in cams to Coordinators to support their work
• Assist staff with data entry using collected information and documents, to facilitate the completion Job Starts and Monitoring Checkpoints
• Support Coordinators and ECs with accurate and timely entry of data into caseflo,
• Support in the file review process by verifying data and identifying discrepancies: prepare detailed reports for Coordinators;
• Support coordinators and EC’s in reviewing all client case data to ensure accuracy and completeness
• Support the data entry components to process Job Starts, transfers to Monitoring and monthly Checkpoints in caseflo
• Provide data entry support for the Canada-Ontario Job Grant (COJG) program- as needed
• Receive and share myeois Bulletins, as they pertain to cams data collection with Coordinators and ECs as required;
• Forward any issues regarding cams and caseflo to Program Supervisor for communication to the staff members and ensure that the team is always up to date in contractual compliance
• Support with monthly completion on all “Monitoring Check Points” and analyze, organize and extract data to populate reports for Coordinators
• Support the Job Development team with administrative tasks to alleviate workload pressures and maintain required documentation on file
• Support with intake and registration forms entries into (Caseflo), cams as required
• Review and organize documentation to ensure compliance with guidelines, including filing, archiving, data extraction and verification: Organize, file, archive, data extraction and verification; Monitor funder portals to ensure update to data/relevant forms are and Coordinators are informed; adapt forms to reflect changes as needed

Administrative

• Provide general, administrative support to Youth Services Bureau -Employment Services staff and Management Team including research, collation, data analysis, organization and coordination of information
• Effectively manage workloads and utilize e time management techniques to complete tasks in timely manner

Professional Behaviour

• Exhibit ethical behaviour and represent Youth Services Bureau with professionalism
• Adheres to organizational policies and standards in the performance of all tasks
• Maintain positive and professional interaction with co-workers, funders and other community professionals Demonstrates professional attributes such as punctuality, reliability, good attendance, confidentiality and professional demeanor
• Collects, analyzes and uses information effectively
• Strong attention to details and accuracy
• Highly attentive to confidentiality: knowledge of both PIPEDA and FIPPA: respects confidential, personal information regarding clients
• Follows mandated program procedures
• Fully participate in staff meetings, team meetings, required training, organizational planning, working groups and committees

Job Specifications/Qualifications:

• Minimum of an Ontario Secondary School Diploma AND either post-secondary studies in Office Administration or a minimum of 2 years’ experience in an office setting
• Excellent English and French communication skills; oral and written
• Proficiency in use of software and systems that include:
• Case Management System (CaMS) - caseflo
• MS Office programs, and other specialized programs and applications
  • Strong and accurate keyboarding and data entry skills
  • Proficiency in use of office machines and telephone systems
  • Exceptional organizational skills and time management skills with the ability to meet deadlines and internal service expectations
  • Knowledge of privacy legislation and internal practices ensure client privacy and confidentiality
  • Proficiency with general office equipment required: photocopier, fax, computers
  • Knowledge or experience within IESD model will be considered an asset
  • Strong analytical and problem-solving skills

Additional Qualifications:

• Successful applicants will be required to provide a clear Criminal Record Check (Criminal Record and Judicial Matters Check) or Broad Police check obtained within the past six (6) months, as a condition of employment with YSB.
• To confirm language proficiency required for this position, successful candidates may be requested to undergo an oral and written assessment conducted by a third-party provider, arranged by YSB. Candidates must meet the minimum required linguistic profile before their employment start date. Formal education may be considered as sufficient demonstration of language proficiency, but is subject to review.

Disclaimer:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

What we offer:

• An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
• 15 days of annual vacation + 1 personal day;
• 100% YSB-paid group health benefits;
• Pension plan from Day 1;
• A team where you get to be yourself everyday and where you have the freedom to innovate.

Join us!

If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.

We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful. Please be advised that although ADP has embedded AI functions YSB does not use this AI function to make hiring decisions. All recruitment decisions including the screening of applications are made by our hiring team, who review each application with care and consideration. We value the individuality and potential of each applicant and strive to create an inclusive hiring experience. If you have any questions about our recruitment practices, we encourage you to reach out to our Talent Acquisition Coordinator.

At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.

All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.