Office Manager - The Village Langley

at  Verve Senior Living

PHILOSOPHY

Simply put, the purpose of The Village Langley, and all those who work here, is to enable the well-being of those we serve. The Village aspires to be much more than a community that supports and cares for people living with a dementia diagnosis. We strive to be a place where, through the dedicated service of our team members, each Resident has an enriched living experience and lives their own best life, each-and-every day. The role of a Village team member is to facilitate an enriched living experience for each Villager by fostering and nurturing relationships; enabling Villagers to control and manage their day; enabling feelings of safety, security & connectedness to people and things that matter to each person; establishing trusting relationships with families; enabling learning of new things, and; making meaningful contributions within The Village and surrounding communities. Our success is largely determined by the amount of joy, love and laughter experienced by each of those we serve – Villagers, staff, volunteers and local community.

BACKGROUND/QUALIFICATIONS

Graduate of a post secondary education program in accounting. Three years’ relevant experience required. PC literate with understanding of information systems concepts. Working knowledge of Windows, MS Word, MS Excel. Excellent written and verbal English skills. Must be able to work independently.

ACCOUNTABILITY OBJECTIVE

Under the direction of the general manager, functions as a part of the management team, providing on site accounting support for all managers. Performs a variety of clerical tasks and secretarial tasks when required necessary for the efficient operation of the office, including management of files, rental payments, rent increases and reception duties.

KEY RESPONSIBILITIES

• Participates in, and contributes to, the Verve Quality Improvement (VQI) program.
• Establishes and maintains all residents’ files including the enrollment of the residents on DCare.
• Sets up in DCare all miscellaneous charges and cash receipts, maintains recurring monthly charges and prepares monthly resident statements.
• Performs duty of receptionist as required.
• Receives and records regular weekly payments from hairdresser, bar account, visitor and staff meal tickets and makes appropriate deposit slips.
• Maintains rental matrix updating on an ongoing basis with new residents, transfers, terminations, rental changes and recurring miscellaneous charges.
• Prepares and maintains resident information for tax purposes.
• Deposits all rental and miscellaneous cash and cheques on a regular basis and submits deposits to corporate office.
• Promotes resident direct deposit and prepares a monthly summary for corporate office. Reviews the direct deposit forms on the anniversary of the resident, and obtains a new form should it be required.
• Prepares and maintains rent increases as per policy, and calculates rent increase for each resident.
• Prepares appropriate forms regarding rent control, and ensures three month notice is maintained.
• Ensures residents receive yearly interest cheques on their security deposits.
• Submits requests for reimbursement of resident refunds upon death/discharge of residents.
• Responds to questions from residents and families to resolve any questions they may have regarding their monthly billing statements.
• Reviews outstanding aged trial balance weekly, follows up on delinquent accounts and informs the general manager of any questionable accounts and those over 30 days.
• Hires, orientates, schedules, supervises, conducts performance reviews and disciplines reception staff.
• Defines duties, organizes workload and develops routines to ensure adequate coverage for day-to-day reception.
• Plans, organizes, directs and supervises the activities of the department to provide a high level of service.
• Establishes and monitors workflow, evaluates performance and productions and makes changes as necessary to improve the quality of service.
• Chairs administration staff meetings, prepares and distributes minutes, and organizes in-services as required. Works with staff to develop department goals.
• Participates in the weekend duty manager rotation as applicable.
• Maintains current employee personnel files, and forwards employee information to payroll as required. Ensures the department managers accurately complete the employee information forms and submitted to corporate office by the required deadlines.
• Inputs and submits bi-weekly payroll summary sheets to corporate office for payments of wages according to union contract or employee handbook.
• Reviews bi-weekly payroll register received from corporate office to ensure employees have been set up and paid as per payroll summary sheets and employee change notices.
• Receives and distributes employee pay stubs as per policy.
• Deals with employee issues regarding incorrect earnings and deductions on a bi-weekly basis.
• Enrolls employees in the benefits and pension plans and sets up benefits in payroll.
• Verifies employee benefits enrollment against monthly report sent by corporate office.
• Responds to employee inquiries regarding benefits.
• Submits all accounting information by the accounting deadlines.
• Include in courier sent out on the first working day of the month final month end invoices and Compucare receivable package.
• Faxes all accruals, inventories and food transfer sheets to corporate office by the third working day of the month.
• Ensures all department managers are aware of all accounting deadlines and information is submitted in a timely manner.
• Relates any changes in accounting policies to all department managers and follows up to ensure changes are being followed correctly.
• Assists general manager in the interpretation of financial statements regarding revenues, payroll and expenses accounts.
• Prepares any financial analysis when required by managers.
• Assists in the preparation of the budgets.
• Maintains and reconciles petty cash as required.
• Supervises ordering of all office supplies within budgetary guidelines.
• Approves, codes and forwards to corporate office all invoices relating to the administrative area.
• Ensures that all office equipment including faxes, photocopiers, printers and computers are working correctly and corrective actions have been taken if there are any operating problems.
• Types, photocopies and faxes confidential correspondence. Performs reception duties as required.
• Promotes and maintains positive communication and relationship among staff, residents, families and the public.
• Participates in committee meetings as required.
• Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills.
• Complies with all corporate policies and procedures.
• Completes all required mandatory training/education.
• Performs other duties as assigned.