Administrative Assistant

at  IMA Solutions

Overview:
IMA Solutions is looking for an Administrative Assistant to join our team onsite!
The Administrative Assistant provides administrative support to a department and/or General Manager in order to aid in the efficient operation of the organization. Duties include, but not limited to, general clerical, reception and telephone duties, office supply purchasing, filing, and project based work. This role includes administrative tasks supporting operations in our Finance Department.
The schedule is Monday- Friday 8:30-5:00pm. The hourly rate of pay for this role is $24-$25.
Qualifications:

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent required.
• A minimum of one year related experience; or equivalent combination of training and experience.
• Experience in a medical office preferred.

QUALIFICATIONS

• Must possess complete knowledge of general computer, fax, copier, scanner, and telephone
• Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.
• Must be a qualified typist with a minimum of 40 W.P.M
• Ability to follow instructions and respond to managements’ directions accurately.
• Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met
• Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed
• Must be able to work independently, prioritize work activities and use time efficiently.
• Must be able to maintain confidentiality.
• Must be able to demonstrate and promote a positive team -oriented environment.
• Must be able to stay focused and concentrate under normal or heavy distractions.
• Must be able to work well under pressure and or stressful conditions.

ABOUT US:

IMA Solutions is one of Canada’s leading providers of independent medical assessments for a reason: your goal is our goal. At IMA Solutions we provide services to the legal community as well as insurers and employers. In the medical-legal sector whether its liability, medical malpractice, plaintiff or defense counsel, we provide unbiased medical reports across the entire spectrum. In the employment and insurance sector we assist in facilitating healthy employees and satisfied plan members through timely diagnosis, pro-active objective treatment recommendations, and most importantly, evidentiary opinion on return to work.
IMA Solutions is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, or any other status protected under provincial or federal laws.
Responsibilities:

ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING :

• Scanning/uploading/downloading of confidential documents prioritized based on assessment date
• Sending out invoices, scanning and archiving
• Performing clerical duties such as typing, filing, and scanning as required
• Supporting processing of receivables including, but not limited to, invoicing, posting payments, processing deposits
• Supporting processing of payables including, but not limited to, vendor invoicing, vendor payment, pre-payment requests, client’s refund cheque, preparing credit / debit memos and vendor
• Sending and responding to reminders for aged accounts over 30 days and contacting clients regarding the collection of outstanding accounts
• Printing and mailing current and/or past due invoices as
• Contacting clients to resolve any invoice problems or discrepancies and if necessary, makes additional contact with clients for the collection of outstanding invoice
• Obtaining approval on all vendor bills according to company policy and ensures timely payment of all vendor
• Reporting any unresolved disputes with physicians or vendors to the Finance Coordinator
• Ensuring the confidentiality and security of all
• Performing a variety of clerical duties including, but not limited to, answering telephone inquiries, taking messages, reception duties and chaperoning
• Organizing travel and other miscellaneous scheduling duties for senior management
• Completing data entry related to accreditation requirements
• Performing various duties as assigned

FINANCE ADMINISTRATION DUTIES:

• Assisting with the cheque deposit when assigned
• Bi-weekly Cheque Runs
• Weekly Accounts Receivable follow up
• Sending invoices to clients electronically
• Bi-weekly Electronic Fund Transfers
• Notice of Settlements
• Credit Card Processing as needed
• Monitoring the Finance Distribution mailbox and responding to client inquiries

GENERAL OFFICE DUTIES

• Greets visitors and directs them appropriately.
• Answers multiple phone lines in a professional and courteous manner. Screens each call by obtaining the callers’ name and nature of the call, then routes the call appropriately.
• Delivers incoming faxes, mail and/or packages to the appropriate person upon receipt and processes outgoing mail daily.
• Performs clerical duties such as typing, filing, and proofreading as required.
• Maintains and retrieves electronic and hard copy documents as needed.
• Assists with the set-up, maintenance, and cleanliness of physical exam rooms.
• When appropriate, aids in resolving customer concerns and issues and works closely with co-workers to ensure the highest level of customer service and satisfaction is achieved.
• Performs various duties as assigned