Admin/Accounting Assistant-Laurel Place (Surrey, BC)

at  Park Place Seniors Living

Position: Administrative/Accounting Assistant
Location: Laurel Place, Surrey, BC
Employment Type: Full Time
Salary Range: $29.40/hr
If you’re a caring individual and passionate about making a difference in the lives of the seniors we serve, then JOIN US and become part of our Team!
The Administrative/Accounting Assistant, reporting to and supporting the Site Leader, the Administrative Assistant is usually the first point of contact for anyone entering the Park Place Home, thus must be a positive, outgoing, and informed presence, willing to attend to others’ needs and become a vibrant part of the Park Place Home’s community. Serves Residents, families, visitors, and employees in a welcoming manner, assisting and supporting as required. Working with the Site Leader, takes a leadership role in the coordination of quality assurance/quality improvement programs. Is a member of the Home’s Leadership Team and is a resource to all Residents and tenants, their families, employees, volunteers and all other stakeholders at the Park Place Home. The Administrative Assistant ensures a commitment to Resident safety and to our “culture of safety” as per the Strategic Directions of Park Place Seniors Living.

Other responsibilities of the position include, but not limited to:

• Working and communicating closely with the Site Leader, takes a leadership role in supporting all Resident processes including: Move-Ins and Move-Outs of Residents in Neighborhoods from first point of contact including financial information and consents (e.g. Pre-Authorized Payment form, first month billing, Move-In Agreement).
• Manages financial transactions, keeping accurate and current records and reconciling the Residents’ Comfort Account and Petty Cash Account.
• Manages Resident and tenant statistics, keeping accurate and current records and forwards routinely to Site Leader.
• Makes deposits at the bank for miscellaneous Accounts Receivable and Residents’ Comfort Account, prepares cheques for Site Leader’s signature for reconciliation of Comfort or Resident Council account.
• Completes Billing Change Forms for Residents upon status change, and forwards to Corporate Office in a timely manner.
• Reconciles payroll, completes payroll worksheet for Site Leader’s signature and forwards on to Corporate Office as per required time schedule.
• Communicates with Department of Veteran Affairs (DVA), and all other agencies as needed for Resident accounts paid by them.
• In collaboration with the Site Leader, coordinates, implements, and audits quality improvement initiatives based on the Park Place Quality Improvement Program.
• In collaboration with the Site Leader and Social Worker, provides social services to Residents, tenants and families who experience challenges in daily living as a result of illness and/or aging.
• Responsible for program management and budget control.
• Identifies, plans and participates in in-services, orientation, and training programs.
• Advocates for and communicates Residents’ needs to employees.
• Participates in a variety of meetings which include leadership, organizational, and planning meetings and takes minutes as requested.
• Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
• Maintains up-to-date knowledge of Park Place’s policies and procedures and relevant legislation. Interprets and implements these as necessary. Recommends changes in policy and procedures.
• Maintains strict confidentiality of information gained as a result of the employment relationship.
• Works closely with the Site Leader and communicates with other members of the Leadership Team regarding planning and quality improvement.
• Encode invoices and forward them in a timely manner to the Corporate Office for Accounts Payable processing.
• Prepares and mails monthly Resident and tenant Pre-Authorized Payment information slips.
• Working with Corporate, assists with year-end audit.
• Attends work-related conferences and seminars as directed.
• Prepares reports.
• Other duties as required.

QUALIFICATIONS AND EXPERIENCE:

• Minimum 3 years’ office management or administration experience supporting Executive level role. (Experience in healthcare settings is an advantage)
• OR equivalent combination of training and experience in relevant field (equivalences may be considered).
• Proficiency in IT tools, including Microsoft Office Applications, and other virtual communication platforms. (Experience in Microsoft365 is a plus)
• Experience working on a SharePoint platform is an asset.
• Point Click Care experience is an asset.

SKILLS AND ABILITIES (Must Have):

• Strong verbal and written communication skills in English.
• Demonstrated organizational, communication, and conflict resolution skills required
• Attention to details and demonstrates strong presentation skills
• Proficient in managing priorities and handling multiple tasks simultaneously.
• Must be able to work in many varied stressful situations
• Ability to operate office related equipment.
• Exceptional organizational and multi-tasking skills with innate ability to create order and structure from complex situations.
• Ability to work independently and collaboratively in a fast-paced environment
• Must be able to establish and maintain cooperative relationships with all personnel, as well as harmonious relations with clients and families
• Physical ability to carry out the duties of the position
• Must have a Criminal Records check completed.

• Working and communicating closely with the Site Leader, takes a leadership role in supporting all Resident processes including: Move-Ins and Move-Outs of Residents in Neighborhoods from first point of contact including financial information and consents (e.g. Pre-Authorized Payment form, first month billing, Move-In Agreement).
• Manages financial transactions, keeping accurate and current records and reconciling the Residents’ Comfort Account and Petty Cash Account.
• Manages Resident and tenant statistics, keeping accurate and current records and forwards routinely to Site Leader.
• Makes deposits at the bank for miscellaneous Accounts Receivable and Residents’ Comfort Account, prepares cheques for Site Leader’s signature for reconciliation of Comfort or Resident Council account.
• Completes Billing Change Forms for Residents upon status change, and forwards to Corporate Office in a timely manner.
• Reconciles payroll, completes payroll worksheet for Site Leader’s signature and forwards on to Corporate Office as per required time schedule.
• Communicates with Department of Veteran Affairs (DVA), and all other agencies as needed for Resident accounts paid by them.
• In collaboration with the Site Leader, coordinates, implements, and audits quality improvement initiatives based on the Park Place Quality Improvement Program.
• In collaboration with the Site Leader and Social Worker, provides social services to Residents, tenants and families who experience challenges in daily living as a result of illness and/or aging.
• Responsible for program management and budget control.
• Identifies, plans and participates in in-services, orientation, and training programs.
• Advocates for and communicates Residents’ needs to employees.
• Participates in a variety of meetings which include leadership, organizational, and planning meetings and takes minutes as requested.
• Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
• Maintains up-to-date knowledge of Park Place’s policies and procedures and relevant legislation. Interprets and implements these as necessary. Recommends changes in policy and procedures.
• Maintains strict confidentiality of information gained as a result of the employment relationship.
• Works closely with the Site Leader and communicates with other members of the Leadership Team regarding planning and quality improvement.
• Encode invoices and forward them in a timely manner to the Corporate Office for Accounts Payable processing.
• Prepares and mails monthly Resident and tenant Pre-Authorized Payment information slips.
• Working with Corporate, assists with year-end audit.
• Attends work-related conferences and seminars as directed.
• Prepares reports.
• Other duties as required