Overview

The Program Assistant provides essential payroll, administrative, and operational support to Nipissing District Youth Centre, contributing to the effective and efficient delivery of services to our secure custody/detention facility. Reporting directly to and accountable to the Director of Services, the Program Assistant is responsible for coordinating and maintaining accurate payroll processes, employee records, organizational data, reporting requirements, and general administrative functions.

This position plays an important role in supporting organizational operations by ensuring payroll and administrative responsibilities are completed accurately, confidentially, and within established timelines. The Program Assistant works collaboratively with management, employees, and external service providers to facilitate communication, maintain records, support regulatory and licensing requirements, and respond to the day-to-day administrative needs of the organization.

The successful candidate demonstrates professionalism, strong organizational skills, attention to detail, sound judgment, discretion, and the ability to manage competing priorities independently while contributing positively to a cooperative workplace.

PAYROLL DUTIES

- Reconciliation of ADP Time & Attendance Timecards for hours worked and premiums.
- Updates payroll records and calculates adjustments for changes in pay rates, exemptions, employee benefit/deductions, and program transfers.
- Resolves payroll discrepancies by collecting and analyzing information.
- Process new employees, terminations, transfers and job shares.
- Preparation of accurate reports as follows:

Biweekly: Part time and Full Time Seniority Lists, Part Time Vacation Accrual, Use of Part Time Hours Reports, Overtime Report, Wellness/Sick Time Usage.





As required: Public Holiday Pay, Record of Employment.

- Data entry on external payroll provider by established deadlines.
- Develop, manage and maintain comprehensive payroll records.
- Provides payroll information by answering questions and requests.
- Maintain Accrued Credits.

ADMINISTRATIVE DUTIES

- Maintains electronic and hard copy union employee personnel files.
- Manages tracking spreadsheet for Licensing purposes.
- Preparation of accurate reports as follows:
- MCCSS monthly child statistics for both residential and community programs
- Input child data to SOR-RL.
- Quarterly statistics reports
- Take minutes at meetings and distribute minutes as necessary.
- Responsible for disbursement and regular replenishment of agency petty cashes.
- Acts as first contact for any Information Technology items.
- Completes administrative duties as requested by the Managers.
- Direct calls and respond to inquiries.
- Assist with special projects/events.
- Assist management team as required.

OTHER DUTIES

- Other administrative tasks as required or assigned

PHYSICAL DEMANDS

- Able to perform simple and repetitive tasks; Use fine motor skills to text/write and operate a computer and telephone.
- Must be able to perform duties including minimal physical strength demands for movements of stooping, bending, moving arms, lifting up-to fifty (50) pounds, using proper lifting, pushing,



and pulling techniques.
- Continuous observation, listening, speech and critical sensory demands.
- Able to drive.
- Able to work alone and work remotely where required.
- Able to perform work in a safe and sanitary manner.
- Able to perform the essential duties of the job.

Skills

- Payroll processing and reconciliation experience.
- Advanced organizational skills and attention to detail.
- Strong Microsoft Office skills, particularly Excel.
- Experience with computerized payroll and database systems.
- Excellent written and verbal communication skills.
- Ability to maintain strict confidentiality and exercise sound judgment.
- Strong analytical, problem-solving, and numerical skills.
- Ability to work independently, manage competing priorities, and meet deadlines.

We are committed to providing an inclusive and accessible recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). Accommodations are available at every stage of the hiring process for applicants with disabilities, upon request. We also uphold equitable hiring practices and are committed to employment decisions that are fair, inclusive, and free from discrimination, consistent with the Ontario Human Rights Code. Our hiring process is human-driven and does not involve AI tools for screening, assessment, or selection.

Please visit www.northernyouthservices.ca for more information on the services provided.

Pay: $50,000.00-$60,000.00 per year

Benefits:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Program Assistant (North Bay)
🏢 Northern Youth Services
📍 North Bay