Reception/Admin - Contract (IES-555)

Position - Reception/Admin (Contract until March 31, 2026 - IES-555)

Location - 555 Richmond Street West

Kindly note that we are temporarily operating via a hybrid model of in-office and remote work.

YES believes that employment is empowerment and the cornerstone of safe and healthy communities. YES leads the Canadian youth sector with innovative programs that empower disadvantaged and vulnerable youth to become self-sufficient contributing members of society.

Summary

This individual provides administrative and documentation support to Employment Counsellors and Job Developers delivering funded services. The role supports follow-up with clients and employers, collection and verification of financial support documentation, accurate system entry, and preparation of claims and supporting evidence required for funded reimbursements.

The Candidate

Your energy and enthusiasm are boundless and you enjoy and thrive in a fast paced environment. You are detail-oriented and an excellent communicator. You welcome the opportunity to work collaboratively with a team in support of the organization’s mission and values. You value people and demonstrate a commitment to inclusive diversity.

Main Duties

• Follow up with clients and employers to collect required documentation related to program financial supports and employment outcomes.
• Support employers with submitting invoices, proof of payment, and required back-up documentation in line with EO/IES guidelines.
• Provide clear information to clients and employers on documentation requirements and timelines for financial supports.
• Collect, review, and organize documentation for program financial supports (e.g., employment-related financial supports, client supports).
• Verify invoices, receipts, and supporting documents to ensure they meet program eligibility and documentation standards.
• Flag missing, incomplete, or non-compliant documentation and follow up with staff, clients, or employers as required.
• Assist with preparing and submitting claims and supporting documentation for reimbursement.
• Track documentation and claim status and follow up on outstanding items as required.
• Enter and update client, employer, and financial supports information in external reporting systems and internal tracking tools accurately and on time.
• Maintain organized, audit-ready electronic files in accordance with documentation and privacy requirements.
• Support data accuracy for milestones, outcomes, and financial claims.
• Work closely with Employment Counsellors, Job Developers, and Finance to ensure timely and accurate claims.
• Provide general administrative support related to program delivery and reporting.
• Relief reception
• Other duties as required

Organizational Responsibilities

• Adhere to all YES policies and procedures
• Ensure confidentially is maintained at all times
• Represent YES at all times in a professional manner
• Actively participate in regular supervision meetings
• Work cooperatively with other team members
• Clear Police Vulnerable Sector Check

Qualifications

• Minimum 1 year of administrative or program support experience; experience with government-funded programs is an asset.
• Diploma or certificate in Office Administration, Business Administration, or a related field, or equivalent experience.
• Experience working with documentation-heavy or compliance-based processes is an asset.
• Strong attention to detail with the ability to follow documentation requirements as well as spot errors and inconsistencies
• Comfortable working under pressure and adapting to changing priorities
• Ability to manage multiple deadlines tied to funder requirements
• Excellent organizational and record-keeping skills
• Demonstrated ability to work in a multi-cultural/multi-racial workplace
• Clear and professional communication skills with clients, employers, and internal staff
• Detail-oriented, trustworthy, reliable and punctual.
• Comfortable working with data management systems and spreadsheets

Annual Salary: $53,621.53 OPSEU Bargaining Unit Position (pending)

After 6 months - $55,091.69 annually (pending)

Hours of Work: Monday to Thursday: 9:00am – 5:00pm. Fridays: 9:00am - 4.00pm

If interested, please send cover letter and resume to mdecesare@yes.on.ca

Accommodation will be provided in all parts of the hiring process as required under the YES Accessibility policy. Applicants need to make their needs known in advance.

We thank all applicants; however only those selected for interviews will be contacted. YES is an equal opportunity employer.