Data Integrity Specialist - The Career Foundation

Apr 05, 2019
Toronto, Ontario

Organization Profile:  The Career Foundation offers a wide range of career and job-related programs. Since its inception in 1988, The Career Foundation has steadily expanded its services.  Operating out of seven locations, we now help thousands of people each year successfully accomplish their employment goals. The Career Foundation receives funding from Employment Ontario, Service Canada, and private sector companies. For more information please visit our website at

At The Career Foundation we value inclusiveness and embrace diversity in the workplace.  We are a professional, result-driven organization that has been described by our employees as caring, compassionate, innovative and team-oriented.

We also offer:

  • Competitive compensation
  • A comprehensive health benefits plan that includes massage therapy, naturopath services, and travel coverage
  • An Employee & Family Assistance Program
  • An RRSP matching plan
  • A wellness program


Position Type: Full-time contract until March 31, 2020, with very good possibility of renewal

Location(s):  Toronto (Lawrence and Weston)

Experience: 3+ years

Number of Positions: 2

Reporting to: Program Manager

Start Date: Immediately


Responsibilities (include but are not limited to):

CaMS and File Administration

  • Enter service plans for both employers and participants into CaMS with 100% accuracy
  • Assess CaMS reports, monitor progress of programs and cross reference statistics with internal trackers
  • Update client’s employment history, placement information and service activities in a timely manner
  • Serve as a CaMS expert and provide support to various staff as needed
  • Assist with assembling client and employer files according to The Career Foundation’s audit standards
  • Maintain physical and electronic copies of client files and employer files
  • Communicate with staff on any missing data, signatures, paperwork etc. needed for the files
  • Ensure that all follow-up information is included in each file as scheduled
  • Perform routine file audits, ensuring data entered in CaMS corresponds 100% with hard copy files
  • Upon closing each file in CaMS, complete file checklists to ensure all files are audit-ready
  • Keep track of client service plans and ensure that each file has all exit follow-ups completed
  • Support staff with entering client profiles in The Career Foundation’s database and SharePoint application
  • Close client files in CaMS, including data verification, binding of documents, and filing
  • Conduct exit follow-ups with clients at 3, 6, and 12 months; record status updates in CaMS and in physical files
  • Assist with allocating files to the 5 EO centres
  • Organize and maintain a physical and electronic filing system for the 5 EO centres at The Career Foundation.


Reporting / Budget Tracking

  • Update and maintain participant registration and budget tracking systems
  • Report to manager on statistics, expenditures, and program targets for the 5 EO centres
  • Fulfil all employment service documentation requirement
  • Assist in collecting and organizing financial information for budget preparation as needed
  • Maintain accurate and up-to-date tracking of client supports budget
  • Assist in collecting and organizing financial information for budget preparation
  • Collect and process placement claims that are submitted to finance
  • Reconcile claims with budget allocations for each application/placement to ensure accuracy
  • Maintain up-to-date budget expenditures report in Microsoft Excel, ensuring timely entries into the system
  • Monitor budget commitments for each program based on monthly, quarterly and yearly targets
  • Verify and reconcile internal trackers with reports from the finance department
  • Review target achievements and budget of expenditures for programs and advise management of discrepancies and concerns.


Qualifications / Skills Required:

  • Must possess post-secondary education / certification in Office Administration, Accounting or Finance related field
  • Knowledge in operating CaMS / EOIS government database an asset
  • Advanced proficiency in Microsoft Word, Excel, PowerPoint and database applications
  • Experience working with invoices, claims, large budgets and various trackers
  • Familiarity with Employment Ontario funded programs and services an asset
  • Customer service oriented with ability to uphold the organization’s service standards and policies
  • Excellent verbal and written communication skills for giving and receiving information, participating in meetings and writing reports
  • Strong aptitude in math an asset; must be detailed and accurate
  • Must be punctual, self-motivated/self-directed; professional and possess great interpersonal skills
  • Excellent organizational skills, able to multi-task / take initiative when needed  
  • Flexible to assist team members as needed to help ensure program goals are met
  • Ability to maintain sensitive information, exhibit tact, diplomacy and good judgment, with high standards of ethics and confidentiality
  • Capable of working under pressure with frequent interruptions; able to prioritize while working on numerous program demands
  • Able to work independently and build strong working team relationships
  • Flexible to work evenings and weekends if required.


Application Process:  Please submit a cover letter and résumé to  Please remember to quote the job title of the position you are applying for in the subject line of your email. No phone calls please. Thank you for your interest in The Career Foundation.

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