Program Assistant – Disclosure Clerk

POSITION:                                 Program Assistant – Disclosure Clerk (x2)

TERMS OF EMPLOYMENT:       1 Full-time Permanent, unionized

1 Full-time Contract (end date TBD), unionized

POSTING NUMBER:                   2022 – 11

START DATE:                             To be determined

LOCATION:                                Townsend



Grade 12 plus 1-2 years Community College Diploma in an Office Administration/Business Program/Law Clerk Program
Administrative experience is an asset
RESPONSIBLE TO:          Manager of Records



Disclosure Clerk responsibilities include

Organize & copy complete file for disclosure
Ensure appropriate releases are in order for disclosures
Review & vet file to ensure 3rd party confidentiality is protected
Review file in its entirety; ensuring file is complete
Prepare written file summary for professionals and/or personal use appropriate to the nature of the request.
Tracking of time and volume for the purpose of invoicing where required
Maintain tracking time in database for all disclosure requests
Locating and copying specific documents for disclosure
Consulting with and taking direction from Legal department colleagues as required
Prepare Legacy Agencies disclosures to other CAS in accordance to current procedures including comprehensive attention to detail in redacting records
Photocopying as required
Maintain a neat and well organized work area
Ensure all meetings are scheduled in accordance with Ministry mandated timelines, notify all parties
Office of the Children’s Lawyer disclosure request duties as required
Other duties as assigned
As a Member of the Program Assistant Team

Provide coverage for reception, as well as other teams as required including cancelling appointments for workers as required
Initial response to people coming into off-site offices, ascertain their requirements and either direct to appropriate person/place, take message and forward to appropriate person or problem solve with clients where appropriate
Ensure team panic button is functioning at all times
Keyboarding of correspondence, reports and other written material, as required
Maintain minutes of team and case related meetings and fulfil the related clerical functions in their preparation and follow-up
Track and maintain agency filing system as it pertains to the team
Maintain management information records of all case activity and prepare team statistics as required
Ensure availability of a log of workers’ appointments and whereabouts during office hours
Take calls for workers if they are unavailable and follow up as necessary
Provide screening for team coverage calls in an emergency and refer to appropriate Staff
Create a schedule of team coverage for vacation, recording and time off
Create and maintain team tracking system of all important dates related to the management of team cases as required
Order and maintain adequate supply of office supplies and forms
Prepare mailings, photocopying, scanning, faxing and uploading as required
Ensure that all mail is prepared for distribution
Provide coverage for office partner according to agency guidelines
Ensure files are organized in accordance to agency standards
Prepare files for Ministry audits and/or review as it pertains to the team
Create files as necessary for the team
Notify and distribute After Hours reports.
Assume Fire Warden Role for unit
Input after hours and referrals as required.
Register individual for training as required
Prepare and update After Hours Schedules as required
Prepare and maintain After Hours kit as required
Schedule and maintain room for required meetings, training, and community partners
Complete and track vouchers
Preparation for training events as required
Facilitate unique team requirements as required
Assist with entering referrals for the team as required
Complete Agency work orders for the team
Manage supply of case notes for off-site team and pick up from the main office when necessary
Other duties as assigned


·       Keyboarding skill of not less than 60 wpm

·       Sound analytical skills

·       Proficiency in computer software i.e. Word, Excel,

·       Knowledge of CWIS, E-forms and FYI software

·       Proficient operation of computer equipment

·       Ability to effectively use standard office equipment

·       Ability to carry out oral and written direction

·       Ability to maintain a consistent and even flow of work

·       Excellent communication skills (both written and verbally)

·       Ability to function independently and organize work activities to meet assigned responsibilities and maintain consistent even flow of work

·       Ability to present a professional image to the public

·       Demonstrated personal integrity and responsibility

·       Ability to take and transcribe minutes

·       Knowledge of Ministry standards for recording timelines

·       Committed to AOP values of justice, equity, respect of the beliefs and traditions of others

·       Knowledge of anti-black racism

·       Knowledge of the impact of residential school and colonization

·       Committed to community based philosophy

·       Understanding of Indigenous practices and impact of colonization

·       Committed to including the voice of children/youth and families as part of our service planning and delivery


In accordance with the Collective Agreement – $40,244 – $51,381

As a condition of hire, selected candidates will be required to provide:

·       Proof of full vaccination against Covid-19 (subject to duty to accommodate under applicable human rights legislation)

·       Consent for Police- Vulnerable Records Check- Results must be satisfactory to the employer

·       Consent for Child Welfare check- Results must be satisfactory to the employer

Must have a valid Ontario “G” class driver’s license and reliable vehicle.

We are committed to staffing a workforce representative of the diverse population we serve. We encourage applicants from African Canadian, Indigenous, people with disabilities, 2SLGBTQ+ communities to apply and to please self-identify in their cover letter.

We are committed to creating an accessible environment for all. Please let us know if you have any accommodation needs. We thank all applicants; however only those considered for interviews will be contacted.

APPLICATION:    Applications in writing, with resume will be accepted electronically at:


CLOSING DATE:    Internal: May 9, 2022 @ 4:30 pm