Job Description

The Senior Administrative Assistant provides high-level administrative, financial processing, and operational support within a fast-paced service delivery environment. This role is responsible for administering complex funding claims, resolving payment issues, performing verification reviews, and liaising with internal and external stakeholders. The incumbent is expected to exercise sound judgment, apply detailed policy knowledge, and contribute to continuous improvement of operational processes.
The responsibilities outlined below reflect the general scope of the position. Duties may be assigned or adjusted based on operational requirements, organizational priorities, and individual expertise.
Tasks
1. Funding and Payment Processing

• Process provincial funding and grant payments to licensed service providers in accordance with established policies, procedures, and timelines.
• Provide expert guidance to stakeholders on funding programs, eligibility requirements, claim processes, and payment procedures.
• Review, assess, approve, or deny claims and invoices, ensuring accuracy and compliance with program policies.
• Identify, analyze, and resolve system-related claim or invoice submission issues.
• Interpret system-generated data and payment summary statements to clearly explain funding decisions and payment details to stakeholders.
• Prepare recommendations and options for complex or exceptional cases for supervisory review and approval.
• Identify anomalies or unusual transactions and escalate appropriately.
• Process internal adjustments, recoveries, debits, and credits to correct inaccuracies or address funding changes.
• Stay current on changes to funding programs, policies, eligibility criteria, and operational guidelines.

2. Claims Administration and Operational Support

• Organize, prioritize, and respond to a high volume of financial and administrative inquiries in a timely, accurate, and professional manner.
• Address registration-related inquiries, tasks, and service issues.
• Investigate and resolve issues related to advance payments and scheduled funding.
• Validate reports to support service delivery outcomes, briefing materials, and action requests.
• Identify trends, system gaps, and process inefficiencies, and recommend improvements to operational policies and service delivery practices.
• Participate in user acceptance testing during system upgrades or enhancements and provide detailed feedback on system performance.
• Ensure compliance with information management and record-keeping protocols.
• Support onboarding and training of new team members as required.

3. Verification and Review Activities

• Conduct verification reviews and audits of selected claims to confirm accuracy, eligibility, and compliance with program requirements.
• Request, review, and analyze supporting documentation from service providers.
• Cross-reference submitted documentation with system data to validate claims.
• Document findings, discrepancies, and outcomes in a clear and professional manner.
• Identify potential irregularities or suspected fraudulent activity and refer matters to a supervisor.
• Perform spot-check reviews of advance payment lists to confirm accuracy of recommended payments.

4. Stakeholder Liaison and Communication

• Respond to inquiries related to claims, payments, advance funding, and registrations from external stakeholders and internal departments.
• Liaise with internal program teams and service areas to resolve payment issues and prevent funding disruptions.
• Coordinate with relevant teams to ensure agreements, documentation, and approvals are in place to support uninterrupted service delivery.
• Maintain professional, clear, and consistent communication with all stakeholders.

Requirements

• Proven experience in senior administrative, financial processing, or program support roles.
• Strong understanding of funding administration, claims processing, and financial adjustments.
• Demonstrated ability to interpret policies, procedures, and complex system data.
• Excellent analytical, problem-solving, and decision-making skills.
• High attention to detail and accuracy in financial and administrative work.
• Strong written and verbal communication skills.
• Ability to manage high volumes of work and competing priorities in a deadline-driven environment.
• Proficiency with database systems, financial applications, and Microsoft Office tools.
• Ability to work independently while collaborating effectively within a team.

Upstaff
Upstaff Employment Services is a leading provider of workforce solutions, dedicated to connecting businesses with highly qualified talent. Our focus is on delivering tailored staffing services that meet the unique needs of our clients, helping them navigate the challenges of talent acquisition in an ever-evolving business landscape.

Skills Required