Meta Employment Services is Hiring: Program Administration Specialist

Please note: This position is offered as a contract that ends on March 31st, 2026 with the possibility of extension.

Job Title: Program Administration Specialist

Reports To: Program Supervisor

POSITION SUMMARY
The incumbent will provide administrative support, including data entry, financial tracking, and client information management. They will assist with program coordination, client outreach, and community service navigation. The role involves maintaining accurate records, generating reports, promoting the agency, and collaborating with the team to ensure efficient program delivery.

ROLES AND RESPONSIBILITIES

• Enter financial transactions into tracking systems, including client purchases, invoices, and reimbursements.

• Input invoice details into the financial database, ensuring accuracy in amounts, vendor names, and payment statuses.

• Update and maintain financial records, including receipts, invoices, and payment records, in digital files.

• Track client payments by recording and updating payment information in the database.

• Assist in monitoring budget allocations by entering and updating expense data in budget tracking systems.

• Reconcile financial data between various systems to ensure consistency and accuracy.

• Assist in generating financial reports by compiling data and ensuring all figures are current and accurate.

• Ensure data integrity by entering financial information accurately and regularly checking for discrepancies.

• Process client reimbursement requests by entering and tracking relevant data in the system.

• Support financial audits by ensuring all financial data is correctly entered and readily accessible for review.

• Review and input paystub information into the database, ensuring accurate tracking of earnings and hours worked.

• Register clients into the program database, entering personal, employment, and program-related data accurately.

• Update client status to outcomes once program requirements are completed and ensure proper documentation.

• Close client files by ensuring all necessary documentation are complete, recorded, and properly archived in the database.

• Support with client outcome and checkpoint data entry.

• Answer incoming phone calls and respond to e-mails in a timely and professional manner.

• Greet clients and visitors as needed, providing a welcoming and helpful presence.

• Monitor and track external referrals to ensure timely follow-up.

• Conduct reminder calls and send reminder e-mails to clients as necessary.

• Support data entry related to client outcomes and checkpoint tracking

• Market and promote the agency through participation in job fairs, speaking engagements, special projects, and professional/business associations.

• Develop and maintain tracking systems to ensure components such as referrals, workshops, and program evaluations are completed; generate reports as required.

• Provide support to the team, including sourcing quotes, arranging client purchases, and assisting with filing, shredding, and document pickup/delivery.

• Provide one-on-one support to individuals when required, helping them navigate program components, use computer equipment, assistive devices, and access community service information.

• Collaborate effectively with the team to meet program objectives and enhance service delivery.
  Perform other duties as assigned by the Program Supervisor.

QUALIFICATIONS AND EDUCATIONAL REQUIREMENTS

• Post-secondary education in a related field (e.g., Business Administration, Finance, Social Services) is required.

• Minimum 2 years in administrative support, data entry, or client services.

• Experience working with individuals with disabilities or employment barriers is an asset.

• Familiarity with federal, provincial, and municipal employment programs, Ontario income support, and community service networks.

• Intermediate/Advanced proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint), research, and database management. Experience with CAMS is a plus.

• Strong interpersonal skills with the ability to motivate and support clients effectively.

• Excellent written, verbal, and public speaking skills.

• Strong organizational, time management, and problem-solving skills. Able to work under pressure.

• Valid Ontario driver’s license, up-to-date vehicle insurance, and reliable transportation.

• Current criminal record check, including vulnerable sector screening.

ADDITIONAL NOTES

• Travel outside the office will be necessary.

• May require non-standard working hours (evenings & weekends).

• Must have the ability to work from home as needed.

Office Locations:

• Whitby Office: 6-15 Thickson Road N., Whitby ON L1N 8W7

Website:

www.metaservices.ca

About Meta Employment Services:

META Vocational Services Inc. is a registered charity committed to helping job seekers find meaningful employment and supporting employers in finding the right candidates.

Join our team and make a difference in the lives of job seekers in our community!