Document Management Representative

Full time 9-month contract, with a possibility of extension

The College of Early Childhood Educators regulates the early childhood education profession in the public interest by ensuring Ontario’s early childhood educators meet requirements set out in the Early Childhood Educators Act, 2007. The College issues Certificates of Registration, has established a code of ethics and standards of practice for the profession and responds to complaints through a complaints and discipline process. The College has over 53,000 current members.

Our Registration and Member Services department is seeking a highly organized professional with strong time and project management, administrative and interpersonal skills to manage a variety of registration related files including applications, renewals, member communication & correspondence, and payment processing.

Responsibilities:Managing Registration related documentation and files

Reviews and processes assigned registration related documentation from applicants and members to completion within timelines set by the College.

Works with Manager to document and monitor the smooth transition of files to Review and Assessment Officers.

Process applicant/member payments, taking necessary precautions and adhering to all financial policies of the College.

Correspondence with Applicants/Members/Public and Stakeholders Responds to phone/email inquiries from applicants and members regarding their file. Responds to general phone/email inquiries from the public, employers, or other

stakeholders. Drives clear and open communication between the College and its members and

applicants, creating a mutual trust and ensuring seamless and good client service. Prepares correspondence and templates regarding application/renewal files. Ensures prompt follow up on all outstanding and incomplete files to ensure ultimate

resolution of matter, including ensuring appropriate escalated approvals. Maintain clear, succinct and complete written notes as part of the applicants/member’s

legal files.Maintaining College’s Customer Relationship Management System (CRM):

Maintains the integrity of the College Customer Relationship Management System (CRM) by ensuring that data currency and data cleansing procedures are implemented and followed.

Observes confidentiality of all information, and complies with procedures and policies of the College.

Continuous Improvement of Processes/Practices of the College:

Attends and participates in team meetings and briefings, and plays a full and active role in sustaining area and organizational objectives.

Attends training and educational sessions and keeps up-to-date with existing and new legislation and regulatory developments that are relevant to the job and organization.

Seeks out ways to improves processes and practices that impact the efficient and effective execution of the Early Childhood Educators Act.

Qualifications: Post-Secondary diploma/degree in a related field (or commensurate experience working

in administrative environments. Minimum 1-2 years relevant work experience. Previous experience working with financial information and CRM systems or databases

would be considered an asset. Previous experience in a regulatory or government administrative environment is a

strong asset. Strong organizational, information management and computer skills with particular

emphasis on Excel, Outlook, and Word. Excellent oral and written communications skills. RECE would be considered an asset. Fluent in both official languages (an asset).

Please submit your cover letter and resume to online by September 28, 2018.

The College of Early Childhood Educators is committed to providing accommodations in our hiring process for people with disabilities. If you require an accommodation, please inform us in advance and we will work with you to meet your needs.