Job Description

Contracts Coordinator

Human Services – Housing Services

CUPE Local 966

Status: 1 Regular Full-time & 1 Contract Full-time up to 12 Months

Salary Range: $66,898 to $79,853 per annum

Work Mode: Hybrid *see below for more details about this work mode.

Location: 10 Peel Centre Drive, Brampton

Hours of work: 35 hours per week

Who we are:

Leads service system planning and management of housing and homelessness programs and services with a view to policy and service integration. Helps improve these services through effective planning, based on local information and research about the needs of Peel’s many different communities.

“Housing Services is passionately committed to ensuring stable, affordable, appropriate housing and supports in Peel. We manage a collaborative system of care focused on delivering services with compassion and respect in a way that preserves dignity.”

We plan, manage and delivery quality, integrated human services and resources that invest in people to enable participation in the changing community and the economy.

In this role, you will provide financial and administrative services to the Human Services Department. You will be responsible for populating contract templates for external service providers, processing payments, verifying child care attendances, analyzing information, reporting, tracking and administering contracts in the Human Services Department. As a Contracts Coordinator, you will be an integral part of providing front line service to internal divisional clients and external Service Providers.

What you will do in this role:

• Review and analyze work requests, input data into contract templates and coordinate secure and timely delivery to, and return of, signed contracts from external service providers
• Provide support and information to internal clients and service providers in meeting contractual requirements (e.g. Early Years insurance and financial statements, Peel Living invoices)
• Review and verify compliance with insurance requirements based on pre-determined Loss Management insurance guidelines (e.g. Early Years insurance)
• Review service providers’ compliance with the terms and conditions of the contracts and report findings (e.g. vendor compliance as it relates to accurate submission of Peel Living invoices)
• Review and confirm OW, ODSP and other clients’ eligibility status to various programs and resolve related inquiries with internal clients and service providers (e.g. Great West Life)
• Analyze, assess and communicate with internal clients and service providers regarding contractual requirements and operational items
• Create, calculate and maintain funding distribution charts/tables in accordance with program guidelines
• Create purchase order requisitions and express purchase orders
• Generate monthly schedules in OCCMS and verify attendances for childcare service providers including cross-jurisdictional services
• Verify and process payments using the appropriate business technology while ensuring invoices and contracts meet program guidelines
• Identify, calculate and report overpayments/underpayments resulting from child care subsidy and update internal clients when calculations have been completed
• Identify, calculate and process adjustments (e.g. Early Years placement correction, retroactive rate changes)
• Identify and resolve discrepancies and liaise with internal clients and service providers to ensure accuracy of payments and financial integrity
• Develop and analyze operational and management reports including ad-hoc reports to support decision making (e.g. Early Years adjustments by service provider, Early Years funding by age-group, Peel Living monthly activity invoice report, open work order report by property manager)
• Analyze and calculate eligible funding amounts to determine appropriate reporting requirements (e.g. financial statements)
• Reconcile monthly and yearly fee subsidy payments, advances, funding and other payments made to service providers
• Reconcile and prepare confirmation reports of payment activities for external parties (e.g. audit firms)
• Work with Accounts Payable in the reconciliation of vendor statements (e.g. investigate payment status of outstanding overdue invoices as submitted by vendors and provide details to contract manager)
• Review and monitor the status of invoices and advise contract managers accordingly
• Prepare and monitor accruals (e.g. obtain copies of missing invoices as identified by Finance and complete accrual sheets as required)
• Identify efficiencies to improve service delivery
• Provide input and collaborate with other departments/divisions in the development and improvement of business processes and in the implementation of systems upgrades (e.g. Early Years financial statements, cross jurisdictional process, fee scan project, web attendance risk model, Peel Living invoice process, OCCMS upgrade user acceptance testing)
• Provide cross training and job shadowing to co-workers as required
• Assess and identify service providers’ training needs and monitor results
• Liaise with internal clients and service providers and participate in community meetings as a subject matter expert as necessary
• Monitor, track and follow up on service providers’ contractual obligations such as financial statements, insurance certificates and WSIB clearance certificates
• Verify and update service providers’ information and report changes to the appropriate department
• Create and update contracts and payment related tracking systems logs
• Other related duties as assigned

What the role requires:

• Minimum two (2)-year post-secondary education in finance or related field with at least two (2) years’ experience in finance or related field
• Advanced level of Excel
• Working knowledge and experience with specific database technologies such as, but not limited to Microsoft Office applications (Access, Outlook, PowerPoint, Word), HTI, SAMS, OCCMS and PeopleSoft Financials)
• Knowledge of Child Care, Ontario Works, Purchasing By-laws and Privacy Legislations

Skills/Abilities:

• Strong analytical and problem-solving skills
• Capacity to exercise sound judgment to support good decision making
• Initiative to start new projects and improve current processes
• Mathematical and accounting skills, including basic knowledge of Generally Accepted Accounting Principles, with strong attention to detail and accuracy
• Strong organizational and time management skills to function within established office routines and prescribed deadlines
• Ability to work in a team environment as well as independently with minimal supervision
• Ability to multitask and adjust priorities to meet the needs of a continuously changing environment
• Excellent customer service and interpersonal skills
• Strong oral and written communication skills
• Ability to travel with access to reliable transportation
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

** Preference will be given to qualified applicants who are currently in the bargaining unit. **

This position is a bargaining unit position represented by CUPE Local 966. Continuous employment is not guaranteed and may be subject to layoffs as outlined in the Collective Agreement Article 15.

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan (Regular Full-time)
• % in lieu of benefits (Contract Full-time)
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis starting at 2 weeks per annum (Regular Full-time)
• 3 Paid personal days
• Supportive leadership and a culture of respect and inclusion

Work Mode & Job Location: In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at the 10 Peel Centre Drive, Brampton worksite. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved.

Assessment: There will be an Assessment to be completed as part of the recruitment process. All communication will be sent to the email address attached to your application submission.

Interview: Our recruitment process will be completed with video conference technology.

Kindly ensure to regularly monitor your spam and junk email folders, as important communications regarding your application may be directed there.

If this opportunity matches your qualifications and experience, please apply on-line.

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 175,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,700 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada's Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Additional Information

Peel Region is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.Peel Region is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation, please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca

Please be advised, Peel Region uses email to communicate with applicants for open job competitions and does not use AI technology in any part of the recruitment process. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e., testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.