Administrative Assistant - Temporary Full Time

at  Health Association Nova Scotia

QUALIFICATIONS

• Must be self-motivated, demonstrate initiative, able to prioritize, and work cooperatively with the leadership team.
• Certificate in Business Administration or equivalent with working knowledge of payroll practices, general accounting principles and office procedures.
• Demonstrated proficiency in Microsoft Office Suite.
• Skilled in verbal communication and customer service principles with Elders, families, and care partners.
• Experience working in a busy office environment.
• Knowledge/experience working with computerized payroll procedures.
• Able to troubleshoot challenges related to computers and/or office equipment.
• Patience and understanding for seniors are an asset.
• The mental, emotional, and physical ability to carry out duties and responsibilities.
• Commitment to maintaining safety practices in the workplace.
• Willing to upgrade skills and take appropriate training as identified.

ACCOUNTABLE TO

• Administrator
• Hours of Work: 40 hours per week- Monday to Friday, schedule may change based on the needs of the organization.
• Additional hours may occasionally be scheduled as needed.

RESPONSIBILITIES PERFORMANCE EXPECTATIONS

Administrative Assistant

• Support the Administrator and Health care team with administrative functions.
• Complete surveys for partners as per direction from Administrator.
• Familiar with Surge learning, uploading, and updating policies and procedures as well as orientation/ training programs for all care partners.
• Maintain an up-to-date database of care partners, family members and elders.
• Ensure all emergency contact lists are up to date.
• Record and distribute minutes of meetings.
• Ensure Board information packages are organized and distributed electronically.
• Organize, post and track job ads online in conjunction with managers for both domestic and international candidates.
• Familiar with labor standards and guidelines for hiring.
• Tracking and ordering office supplies within budget guidelines.
• Receiving, processing, and distributing daily mail both electronic and paper.
• Handle payments and issue receipts as required.
• Monitor/maintain office equipment.
• Arrange courier pickup/deliveries for management team.
• Troubleshoot, organize, and track IT support as needed.
• Maintain confidentiality in all matters related to Hillside Pines, including Elders and care partners.

Payroll and Benefits Coordinator

• Ensure appropriate Human Resource forms are completed for new hires.
• Maintain personnel files on an ongoing basis, ensuring all files have up to date payroll records and other HR documentation as per Hillside Pines policies.
• Ensures Personnel files are secured and remain confidential.
• Lead payroll procedures at Hillside Pines, troubleshoot with Igility (payroll support) and Payworks (payroll provider) for all aspects of payroll.
• complete year-end review of T4s, T4As and summaries to CRA
• all payroll cycle procedures involving web banking, payment of bi-weekly payroll deductions (e.g. Union dues)
• Meals and other local deductions as required.
• Set up and maintain Licensed Practical Nursing and Registered Nurses registration fees through payroll deduction.
• Ensure care partners who qualify as per Policy are registered in the pension plan and health benefit plans.
• Utilize Payworks to track HR systems for administrative use e.g.- track probation hours, biweekly absence statistics, generate vacancy reports, other data as needed.
• Update and maintain staff seniority list.
• Understand and organize Workers’ Compensation and Return to Work programs in conjunction with managers and Igility.
• Complete requests for payroll information from Service Canada.

Other Responsibilities

• Under the direction of the Director of Finance, complete all work related to Accounts Payable including data entry, posting, processing and verification.
• Responsible for bank deposits in the absence of the Director of Finance.
• Monthly billing for tenants of Pineview Apartments Enriched Housing.
• Promote, encourage through ones actions the Mission, Vision, and Values of Hillside Pines.
• Demonstrated commitment to the Eden Philosophy of Care for Elders to assist in combating loneliness, helplessness, and boredom.
• Honesty and a high level of integrity are always expected.
• Other related duties as assigned by the Administrator and Director of Finance