Office Admin and Records Analyst

Office Admin and Records Analyst
COMPETITION NO. SS26-42

AboutDurham College:
Durham College (DC) is a leading post-secondary institution thatsupports students to develop career-ready skills for the ever-changing jobmarket. With a focus on experiential learning led by expert faculty throughfield placements applied research co-ops and other hands-on opportunities DCgrads are known for having the skills and knowledge they need to adapt to theever-changing workforce.

A leader in innovative teaching and learning Durham College offers awide range of market-driven programs across multiple disciplines includingculinary management farming and horticulture business IT construction andtrades science and technology health care engineering social and communityservices media art and design.

Our modern campuses in Oshawa and Whitby offer145 programs including six bachelors degrees and 11apprenticeship programs tomore than 11000 full-time post-secondary and nearly3000 apprenticeship addition we have more than 16000 studentregistrations in professional and part-time learning. More than 120000 alumnirepresent the college both locally and around the world.

DC hasan estimated annual economic impact of more than $913 million on Durham Regionand is proud to be an active and engaged member of the communities we serve bycontributing resources and expertise to enhance social and economic well-beingthrough partnerships investments and collaboration.

Position Information:
Full-time SupportStaff Position Opportunity; Temporary Employee Replacement (see Appendix D ofcollective agreement) September 2026 to July 2027
Payband: F; Starting Rate: $32.10; Four Year Rate: $37.04
Department: Community Employment Services
Hours: 35 hours perweek (1) one hour lunch; Mon Fri (8:30 am 4:30 pm)
Reporting To: Manager Community Employment Services
Campus Location: UxbridgeBeaverton and remote
Vacancy Status: Existing vacancy

Duties and Responsibilities:
This positionprovides support to clients staff employers and Manager of CommunityEmployment Services by performing a variety of complex coordinated clericalduties associated with the delivery of four Employment Services programs andservices.
The positionsplits the duties with the other Record Analyst/Data Administrator for allsites in the reconciliation of: employer incentive claims client supportrequests site purchases/expenses/invoices tracking and staffattendance/vacation.
The primaryresponsibility of this position also involves collaborating with other RecordAnalyst/Data Administrator in the collection and entry of Employment Servicesdata for three (3) Community Employment Services sites/11 EmploymentSpecialist. This involves the data entry and analyzing of information to assistfront line staff (Employment Specialists & Job Developers) in theachievement of statistical targets/outcomes.

This positionsupports current staff and new staff in the training of internal processesguidelines deadlines data entry program client/employer tracking andemployer invoicing.

This work requiresthe development of coordinated processes and the following of procedures andguidelines required by MLITSD and SSM data collection within the overallframework of college policies and procedures.

Data& Financial Administration:

• Develop implement and maintain databases (ie: Access Excel) of participant and employer activity and produce required reports for staff review and verification for employment programs
• Confirm information requirements have been entered prior to deadline established by MLITSD and SSM as per schedule requirements.
• Follow-up with site checks and report runs.
• Process evaluate prepare and approve employer invoices and participant support requests which includes validating tracking and reconcile monthly. .
• Process all invoicing/vendor claims (claims staff expenses) and if applicable enter requisitions/purchase orders into FAST/Banner and reconcile monthly.
• Creation of vendor and client identifiers via Banner to facilitate client payroll and direct deposit set-up
• Process capitol requests & P.O.s for and work with vendors to ensure accuracy
• Coordinate with VP/Facilities & Ancillary Finance & landlords to collect lease agreement terms/rent schedule and process rental agreements and create POs in FAST/Banner
• Working through logistical requirements of two separate but equally important data systems.
• Enter and update EOIS/ES Cases database to track employer and participant information as required by Employment Ontario
• Analyzing & problem solving any missing or conflicting data between internal databases (CATS Google Docs and EOIS)
• Prepare statistical reports for staff and manager; gather and compile divisional and interagency statistical data as requested
• Analyze & problem solve statistical reports to determine if assigned targets are being met
• Troubleshooting errors in both databases as they occur and backing up data in case of corruption.
• Planning & timely coordination of: closing client files; tracking & submitting staff attendance /payroll timesheet submissions via Banner and WTE data entry and submission of employer invoicing
• Planning & coordinating alerts for Employment Specialists & Job Developers
• Three/Six & 12 month follow-ups required with clients/employers. This information is time sensitive if not conducted on time will result in loss of required/managed information which is sensitive to ongoing funding.

Fileand Document Preparation:

• Process/maintain all records related to Employment Services Programs and process information for internal and external audits
• Maintain employer participant and invoice electronic filing systems.
• Provide guidance and interpretation to staff of MLITSD and SSM guidelines and statistical requirements to create necessary forms and processes to track required information efficiently accurately and to streamline and maintain continuity of workload for Employment Specialists and Job Developers.
• Ensure all information required for both internal and external f ile audits is compiled and completed in files for closed participants.
• Input invoices/support amount verify and track dates and final invoices.
• Problem solving accounting issues with Finance as they arise

Otherduties as assigned:

• Provide training instruction and guidance to staff (i.e.: data collection forms systems etc)
  
• Initiate organizational on-boarding processes (i.e. initiate requests for banner IDs new logins additions to distribution lists key requests payroll coordination direct deposit etc.) for Support Staff and employers.
• Analyze/problem solve with Employment Specialists/Job Developers/ part-time staff any issues regarding collection of data & data entry
• Track/book/return Social Assistance (SA) referrals
• Prepare correspondence and develop and create Marketing materials for Employment Services programs
• Record and prepare minutes/action items for weekly team meetings.
• Assist Employment Specialists Job Developers and Manager as deemed appropriate.
• Prepare mail and email appropriate information to clients employers and other agencies as requested.
• Coordinate and plan auxiliary needs of ES locations regarding office
• supplies/equipment facility needs and maintenance requirements.
• Assist Manager in tracking budget accounts and identifying any issues or
  concerns.
• Manage the ES RIM system for the college.
• Assist with file audit requests & DC Finance with Financial Auditor requests for information/backup/rationale
• Liaison with other Durham College areas as issues concerns occur
• Assist with the coordination of Support staff participation in Ministry SSM College and community activities/events.
• Other one-off duties as related to administrative support

Reception:

• Reception duties for Employment Services staff answering telephone and walk-in enquires from potential clients with regards to all Durham College programs and services.
• Assist with coverage of Resource Centre when staff is ill on vacation unavailable or off-site.
  

EmploymentServices Website and Marketing:

• Maintain website and liase with website provider as required. Design and coordinate the production of marketing materials for potential clients employers and the general public.
• Marketingmaterials include ordering of swag newspaper ads flyers posters brochuresnewsletters program awareness on community owned websites

Qualifications:

• A minimum of a two-year diploma in office administration.
• A minimum of three years work experience in an academic or employment resource centre environment.
• Knowledge of college and Ministry sponsored programs and policies.
• High level of communication skills both written and verbal.
• Ability to work well under pressure in a busy and high-volume environment.
• Adaptability flexibility and innovative problem-solving skills.
• Strong organizational and time management skills in planning executing and completing tasks.
• The ability to work well both independently and as part of a team.

Please apply belowby submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on August 24 2026. Competition number SS26-42.

Contact Us T:905.721.3073
C Wing Second Floor - 2000 Simcoe St. N. Oshawa ON

Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity and provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

We thank you for your interest in employment with Durham College however only those candidates selected for an interview will be contacted.

Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and through the treaty process share the lands on which we live learn teach and prosper today.

Required Experience:

IC