Administrative Agent

Full Time Salaried Contract

Posted date: January 12, 2018

Position vacancy Closing date: January 26, 2018
Employment TypeFull Time
Job ID828
PayStarting Annual Salary: $33,445
EffectiveImmediately - December 31, 2018
Reports toGeneral Manager, Recruitment, Supply Staff and Systems Lead
Location / RegionMarkham Centurian YMCA Centre
Application DeadlineJanuary 26, 2018

Why Work for the Y?

YMCA of Greater Toronto aspires to be a great work place through an environment that embraces diversity and social inclusion, valuing differences and supporting full participation by all employees. The YMCA provides more than 5,000 employees with meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. The YMCA works to build healthy communities. This is achieved through a shared culture and values. We recognize the contributions of our staff through innovative practices, great benefits and growth opportunities.

Nature and scope

For over 40 years, YMCA Child and Family Development has provided quality child care in the GTA and is the largest not-for-profit provider of Licensed Child Care in Canada. With more than 200 locations in child care centres, we offer a variety of programs:  before and after school for school age, nursery school, extended day for full day early learning kindergarten, and family resource for children aged 0-12 years of age.


The Administrative Agent plays a vital role in providing clerical support, and performs data entry to meet the requirements of the cyclical administration of Child and Family Development part-time employee payroll and timekeeping. The position also provides clerical support to the CFD recruitment team in tracking and pre-screening job applicants.


  • Receives and reviews timecards from program supervisors for part time employees; completes data entry of hours worked in the ezLabor Time and Labor Management (TLM) system for part time employees as required each pay period; ensures accurate entry of time worked and meets deadlines determined by Payroll department; collaborates with program supervisors or Payroll Specialist to address any concerns regarding hours entered; follows up with Payroll Specialist and Human Resources to confirm changes in job codes and rates that differ from info provided on timecards.

  • Supports CFD Directors/Supervisors with any TLM system related questions, and in using TLM system including training, escalating inquiries to Payroll department when appropriate.

  • Completes corrections to data entry as identified by Human Resources as a result of audits completed prior to submission to outsourced payroll.

  • Supports new CFD staff with the Learning Management System (LMS) and tracking trainings completed.

  • Supports the recruitment team by performing administrative and clerical duties as requested.

  • Monitors police reference check email on a daily basis; provides PRCs to supervisors in a timely manner upon request; collaborates with Human Resource department to provide any PRCs missing from the shared folder.

  • Completes data entry for CFD into Raiser’s Edge system for Volunteers and Strong Kids Annual Campaign.

  • Supports completion of application, allocation and reconciliation for Service Canada funding for CFD and Camping.

  • Enthusiastically performs other duties such as filing and administrative support to CFD Management and Administrative teams, etc.

  • Demonstrates appropriate behaviours in line with our Mission, Vision and Values as reflected in our YMCA competencies; takes a member focused approach to increase their understanding of programs offered across the Association.  Represents the YMCA and the Association in a professional manner.

  • Understands the legal responsibilities and moral imperative to report suspected child abuse to Child Protection Services.

  • Understands the importance of the volunteer staff partnership and integrates the value of philanthropy and volunteerism in dealings with members, volunteers, donors and staff.

  • Other duties as assigned.


  • Minimum 2 years’ clerical and administrative experience; previous experience with recording hours of work or payroll experience is preferred

  • Excellent organizational and time management skills

  • Ability to work in a fast paced environment and perform duties with speed and accuracy

  • Ability to maintain confidentiality and discretion

  • Service oriented, good judgement, takes initiative, detail-oriented

  • Knowledge of good business processes; demonstrated ability to improve efficiency of administrative activities

  • Knowledge or previous experience using database or time management systems, and maintaining integrity of the data and systems (ezLabor Time and Labor Management, People@Work, and Raiser’s Edge preferred)

  • Well-developed interpersonal, and relationship building skills; ability to establish rapport and excellent communication with members, staff and volunteers

  • Excellent written communication skills

  • Commitment to working in a socially inclusive environment responding with sensitivity and personal awareness to the diverse needs of members including visible and non-visible dimensions of diversity

  • Proficiency using Microsoft Office including Word, Excel, Outlook is an asset

  • The position requires the following Association Competencies: advanced competence in: Ethics and Self-Management; Valuing Diversity and Social Inclusion fundamental competence in: Effective Interpersonal Communications; being Member Focused; Relationship Building and Partnering; being Results Focused; Teamwork and Collaboration

Job offers are contingent upon the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required.

The YMCA of Greater Toronto values the diversity of people and communities and is committed to excellence and inclusion in our Association. We are committed to an environment that is barrier free. If you require accommodation at any stage during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.

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About YMCA of Greater Toronto

The YMCA of Greater Toronto is a dynamic charity offering opportunities for personal growth, community involvement and leadership. Our 2010-2020 strategic plan Strong Start Great Future calls upon our Association to invest in young people across their life stages to deliver on our vision of ensuring our communities will be home to the healthiest children, teens and young adults. This community health strategy includes a significant role for adults and older adults.

Mirroring the region’s diversity, the YMCA offers a variety of programs responding to the needs of the community, including employment and essential skills, education, newcomer programs, youth outreach and intervention, fitness, sports and aquatics, international programs, child care and camps.

When you support the YMCA of Greater Toronto’s Annual Giving, you help us ensure more children, youth and young adults have the chance to be healthy… and so much more. We believe that by providing our children with a strong start, they will have a great future. And, ultimately, strong, healthy children mean strong, healthy communities in the GTA for the years to come.

Greater Toronto's Top 2016 Employers
2015 Canada's Best Diversity Employers
2015 Canada's Greenest Employers
Canada's Top Employers for Young People 2016