Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Job ID #31083: Early Years Contract Coordinator
Union: Non-Union
Job Description ID #: 7395
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on May 21st, 2025.
Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
The Healthy & Safe Communities Department is committed to its people and is dedicated to building a strong and healthy community. We are passionate about making a difference and are recognized for our excellence. We offer a respectful and supportive workplace that provides life-long learning opportunities, leadership, innovation, and performance excellence.
We are looking for high performing public servants who are interested in experiencing a challenging, rewarding, enjoyable, and fulfilling career. The successful candidate will demonstrate an ability to provide excellent client service in a respectful, courageous, empathetic, just and ethical manner. Your ability to set and achieve personal goals, professional goals and contribute to the goals of the organization will result in high job satisfaction.
SUMMARY OF DUTIES
Reporting to the Manager Business Supports – Children’s & Community Services, the Early Years Contract Coordinator leads the work regarding funding agreements, budget approvals, reconciliations, reporting requirements and compliance audits for specialized service contracts and funding. Identifies specialized service providers who are in contractual default and initiates appropriate follow up. Coordinates funding applications, budget approvals, reconciliations, cost reviews and compliance audits for all specialized funding allocations. Provides coordination support around cost reviews and compliance audits for Early Years service providers. Prepares financial and service data to align with guidelines and meet City, Provincial, and Federal reporting requirements.
GENERAL DUTIES
Manages funding agreements, budget approvals, reconciliations, reporting requirements and any required compliance audits for specialized funding allocations under the Ministry of Education funding agreement. Specialized funding allocations include, but not limited to, Capacity Building, Professional Learning, Special Needs Resourcing, EarlyON, and Indigenous-led funding. Maintains accurate records of contracts, funding amendments, related documentation, and ensures proper general ledger coding with invoice processing.
Provides support to other divisional teams around funding agreements, budget approvals, reconciliations, reporting requirements and any required compliance audits for specialized service contracts.
Assists Manager Business Supports with the updating and execution of annual funding agreements.
Collects performance measure data related to early years programs including audits, development and recommends next steps as related to financial viability and sustainability.
Provides coordination support around cost reviews and compliance audits for Early Years service providers.
Coordinates specialized funding applications, prepares analysis and summary to determine budget requirements.
Monitors trends and gaps and consults with the Manager, Business Supports and Legal Services staff when contractual and/or reporting issues arise.
Maintains master summary of all funding approvals for entire Licensed Child Care and Early Years System. Assists Manager with monitoring of spending throughout the year to ensure it remains in budget.
Supports Manager with analysing expenses and calculating cost associated with all Ministry of Education funding allocations. Builds models to forecast funding utilization and project revenue and expenses.
Informs and supports the coordination, preparation and monitoring of annual budget for early years program funding.
Analyses, prepares financial and service data for the purpose of Ministry reporting. Inputs data into the Education Financial Information System (EFIS).
Provides background data and information for funding arrangements of service providers through the analysis of financial and service data in the context of larger system issues.
Assists with the development of new business processes in response to internal and external policy requirements.
Participates in special projects as assigned.
Receives and answers inquiries from the public, staff, other City divisions, service providers and community agencies.
Composes correspondence to other City departments, internal staff, outside agencies and other levels of government.
Maintains and applies current knowledge of Acts, Legislation and Policies and Procedures pertinent to job duties.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Demonstrated knowledge and experience with business accounting and finance normally acquired by attaining a University Degree or College Diploma in Business, Accounting or a related field or an equivalent combination of education and relevant work experience.
A high level of computer and data management skills, including ability to use databases, perform statistical analysis, create spreadsheets, letters and presentations using Word, desktop publishing, Excel or related programs.
Previous experience and knowledge of various payroll systems and the Canada Revenue Agency payroll regulations. Must have an understanding of and be able to interpret financial statements. Experience with financial reviews and compliance audits would be an asset.
Demonstrated understanding of municipal government operations and its relationships with community partners, other municipalities, Provincial and Federal governments. Experience within the early years sector and working with relevant Provincial legislation in the area of Early Years and Child Care Services.
Excellent verbal and written communication skills, with an emphasis on business writing. Ability to create concise written communications to convey contractual obligations.
Demonstrated ability to lead and effectively manage projects in a results-oriented environment with ability to plan, assign, and coordinate the work in a team environment.
French language would be an asset.
NOTE 1:
As a condition of employment, the successful applicant(s) will be required to obtain a Criminal Reference Check (Vulnerable Sector Screening), at their own expense, prior to beginning work in this position.
THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
