Program Assistant - Children’s Team Extend-A-Family Waterloo Region (EAFWR)

Do you have a passion for people, relationships, inclusion and belonging? Do you want to work towards a community that welcomes and accepts everyone?

So do we!

Extend-A-Family Waterloo Region (EAFWR) was founded on the values of working with people with disabilities to grow their social relationships and be seen and valued as full contributing citizens in our community. By offering supports and services tailored to your dreams and goals, Extend-A-Family Waterloo Region puts you first.

If this sounds exciting to you, come join our dynamic team to help bring these values to life in our community.

Role:

As a key member of the Children’s team, the Program Assistant ensures the smooth processing of the team’s Independent Service Provision (ISP) invoices and purchase requests on behalf of families and individuals supported. They will work primarily with the Children’s Team to ensure prompt reimbursement for eligible expenses and help develop the role to support other administrative tasks within the team. This position is a great opportunity for someone who has a love of problem solving, appreciates the sight of a stack of papers getting smaller, and seeks ways to empower others.

Qualifications:

• 1-2 years experience related to administration, data entry, and customer service
• Experience working in finance an asset, especially experience with accounts payable/accounts receivable
• Strong working knowledge of computer applications (i.e. Microsoft Office, Adobe and/or PDF building software, Excel, email and database services, video calling, etc.)
• Excellent organizational and time management skills, navigating deadlines and prioritizing tasks based on time sensitivity and needs of the team
• Demonstrated strong oral and written communication skills
• Experience handling confidential/sensitive information
• Exceptional attention to detail while following processes, file tracking, purchase management, expense reconciliation, etc.
• Specific experience with Developmental Services Sector funding types is preferred (SSAH, Respite, Enhanced Respite/Medically Fragile, Technologically Dependent (MFTD))

CORE COMPETENCIES:

Display Evolving level competency which is defined as “intentional growth of oneself and valuing other’s perspectives. They exhibit the competency consistently in more than one context and promote positive opportunities for change beyond themselves.” Competencies required in this role:

• Building relationships
• Creative Problem Solving
• Championing Change and Innovation
• Resilience
• Valuing Equity, Diversity, Inclusion, and Belonging

The requirements listed are guidelines. Candidates do not have to satisfy every requirement or meet every qualification to be considered. Applicants with lived experiences with mental health, disability, or who identify as BIPOC, 2SLGBTQ+ are encouraged to apply, and to seek accommodations as required to support their candidacy.

Hours and Pay:

• 37.5 hours per week
• Band 5, starting rate: $23.55 per hour
• Enrollment in EAFWR base benefit package after 3 months of regular employment

Responsibilities and Functions:

Reporting to the Program Manager, the Program Assistant will:

Provide administrative support on behalf of families and individuals served:

• Receive and track reimbursement information from families and individuals served
• Verify required information, and format submissions for processing by finance team
• Identify missing information on submissions and refer to specific team members for detailed follow-up
• File documents in a standardized format.
• Remain up to date on changing guidelines and funder expectations
• Maintain strict confidentiality for service users

Provide purchasing support for the Child Team:

• Promptly process requests for purchases as requested by team staff
• Credit Card expense reconciliation

Provide Support to EAFWR administration:

• Maintain awareness of and adherence to relevant guidelines, policies and procedures
• Promote the growth of an organizational culture that is both inclusive and anti-oppressive
• Participate in training and staff development as requested/required
• Provide documents or reports as requested by the team
• Assist with administrative tasks as determined by the Child team
• Act as short-term backup coverage as needed

To apply for this position, please follow the application process on ADP Workforce Now by no later than end of day (11:59 PM) on June 16, 2025. A resume is required, as well as a cover letter outlining your interest in this position.

Extend-A-Family is an equal opportunities employer. We are committed to ensuring that people with disabilities have the same opportunity of access to employment.