City of Kawartha Lakes – Victoria Manor Long Term Care Municipal Home Looking for Office Manager at Lindsay, ON Full Time

The key responsibilities of the job include: managing resident files; maintaining resident accounts (accounts receivable, trust accounting, resident billing); and overseeing the site’s accounting procedures and processing (including petty cash, banking, accounts payable, procurement and month-end accounting processes). The Office Manager is also responsible for confirming the completeness and accuracy of the site’s bi-weekly payroll submissions, as well as for submitting off-cycle payroll requests for processing.

As a valued member of the team, the Office Manager demonstrates a commitment to the quality of resident care by providing services in accordance with the organization’s vision, mission and values.

RESPONSIBILITIES:

1. Resident Accounts – Accounts Receivable, Trust Accounts, Resident Billing

· Support new residents with both the move-in and discharge processes, including meeting with the resident and the family / Power of Attorney on the date of admission to complete the resident contract and any other related documents.

· Responsible for ensuring that all Resident Accounts documentation are fully completed and comply with Legislative (MOH / RHA) guidelines, that all services are outlined and agreed to writing, and that all the documents are duly executed.

2. Accounting Procedures – Petty Cash, Banking, Accounts Payable, Month-end and Procurement

· Maintains an operating petty cash system and trust petty cash fund for disbursement as required.

· Responsible for overseeing the scanning / entering and processing of invoices and appropriate documentation for Accounts Payable

3. Reception, Security

· Responsible for managing and administering the reception functions within the Care Community / Retirement Residence (see the Receptionist Job Description). In the absence of a Receptionist or Scheduler and where applicable this may include: answering and screening inbound telephone calls, greeting and escorting visitors and conducting tours.

4. Records Management

· Responsible for managing and maintaining Resident files, establishes and maintains updated resident financial files that contain the required documentation and forms as per legislation and Victoria Manor policy including (but not limited to): signed admission agreements.

5. Payroll and People Management

· Responsible for confirming the accuracy and completeness of the site’s bi-weekly payroll utilizing standard Ultipro reports, processing checklists and defined audits in advance of payroll submission. (i.e., completion of manager time approvals and PTO request approvals, completion of new hires in Ultipro, completion of time edits, etc.)

· Responsible for the submission of approved off-cycle payroll requests for processing

· Within a Care Community the Office Manager will back-up and provide support to the Nursing Schedule Coordinator on payroll time edit processing, scheduling support and call-in for the Nursing Department. Within a Retirement Residence the Office Manager will complete the payroll time edit processing, provide scheduling support and oversee the site’s call-in processes.

6. Other, Back- up

· Maintains Victoria Manor Policy Manuals, ensuring new and updated policies and procedures are properly filed in the manuals, that the manuals are up-to-date and that they are available to Team members as required.

· Participates in the budgeting process as it relates to the development / creation of the Administrative budget.

· Manages and monitors all administrative expenses, explains monthly variances and identifies corrective action.

· Prepares the monthly invoices to the Union

· Coordinates resident tax clinics for CRA volunteers

· May assist Victoria Manor IT resources in troubleshooting issues for building, telephone and / or other technical issues, setting up system passwords, assisting Team members with core systems access (Ultipro, Staff Schedule Care, PCC, etc.)

QUALIFICATIONS:

· Post-secondary diploma in Business Administration, Accounting or equivalent

· Experience in a healthcare environment would be an asset

· Knowledge of time and attendance and People / HR/ Payroll administration

· Understanding of Collective Agreements

· Understanding of pay-related employment legislation

· Exceptional administrative detail orientation and deadline-driven

· Exceptional organizational skills

· Strong problem solver

· Proficiency with MS Office, Outlook, Excel and Word

· Experience with Ultipro, Yardi and PCC would be an asset

Job Types: Full-time, Permanent

Benefits:

• Company pension
• Dental care
• Extended health care
• Life insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Lindsay, ON K9V 0J8: reliably commute or plan to relocate before starting work (preferred)

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Experience:

• Practice Managers & Administrators: 1 year (preferred)