Timekeeper/Office Clerk- Home Support Surrey

at  Fraser Health

Salary range: The salary range for this position is CAD $24.76 - $26.38 / hour Why Fraser Health?:
We are currently looking to fill a Temp Full Time opportunity for a TimeKeeper /Office Clerk at Surrey , Home Support located in Port Moody, BC. This position is available until October 2025.

EXPERIENCE THE EXCEPTIONAL BENEFITS OF WORKING WITH US INCLUDING:

• Comprehensive, 100% Employer-Paid Benefits: Enjoy peace of mind with full coverage.
• Generous Vacation Time: eligible employees can earn up to four weeks of vacation to recharge and relax.
• Benefit Portability: Seamlessly transfer your benefits from another HEABC employer.
• Immediate Pension Enrollment: Secure your future with a defined municipal pension plan from day one.
• Maternity Top-Up: Receive an 87% top-up during maternity leave.
• TransLink Pass Subsidy: Save on commuting costs with a 50% subsidy on TransLink passes
  Additional employee discounts and perks available.
  *Eligibility based on employment status
  Detailed Overview:
  Provides administrative day-to-day support including a variety of clerical duties and general timekeeping duties; receiving, reviewing and verifying client billing and timesheets; performs duties such as reception, establishing and maintaining charts and chart organization and database(s); types material utilizing word processing software, sets up and maintains filing systems and record archives, processes incoming and outgoing mail, faxes, reports/records and courier documents, assists with client intake and maintains related statistics.

Responsibilities:

• Provides reception services such as operating a multi-line switchboard or phone, enters information into a computer system and ensures information is current and accurate; makes adjustments to information, as needed.
• Answers/directs incoming calls for staff, takes messages, answers routine inquiries and provides information of a general nature regarding Home Support; receives visitors and refers visitors to the appropriate area, as required and assists with arranging client appointments; contacts other agencies to obtain information as required.
• Types material such as correspondence, reports and documents utilizing various computer software and computerized systems by inputting client information, maintaining registers and typing from handwritten draft or general instruction; prepares various information/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the client and/or family.
• Collects data from various sources, inputs data and information into relevant computer system and updates records as required; gathers, compiles, and retrieves information as required and prints related reports.
• Performs a variety of related clerical such as sorting and filing verification sheets and mileage forms; identifies and resolves related discrepancies such as errors in timesheet calculations and identifying information; refers complex issues to the Manager or designate.
• Sets up timekeeping periods for payment purposes, enters information into a computerized system and forward information to Payroll for processing.
• Receives timesheets from home health staff; checks legibility and completeness of information; locates and corrects errors and omissions.
• Reconciles total hours worked by each employee to total hours scheduled for each employee; follows up on discrepancies In hours reported.
• Receives Billing Summary Report (BSR) and reviews each client against payroll timesheets; compares home support worker timesheets to BSR and makes adjustments as appropriate.
• Sets up and maintains the client and administrative filing system, according to established policies and procedures by creating and labelling files, developing forms, indexing materials and filing.
• Operates office equipment such as photocopiers, shredders and fax machine; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance requirement the Manager, or designate.
• Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup, as required; signs for receipt of packages and shipments.
• Maintains levels of stationery, office supplies and resources according to predetermined levels by photocopying, completing requisitions for signature and forwarding approved requisitions to appropriate personnel.
• Coordinates off-site storage of records and archives; maintains records of what is stored off-site, completes necessary paperwork, and arranges for records to be shipped to off-site storage, as required.
• Performs other related duties as assigned.

Qualifications: Education and Experience
Grade 12, an Office Administration certificate and one (1) year recent, related experience or an equivalent combination of education, training and experience.

SKILLS AND ABILITIES

• Ability to communicate effectively, both verbally and in writing.
• Physical ability to carry out the duties of the position.
• Ability to work independently and in cooperation of others.
• Ability to operate related equipment.
• Ability to organize and prioritize.
• Ability to type 50 wpm.
• Business writing skills.
• Knowledge of general office procedures.
• Ability to establish and maintain rapport with clients.
• Knowledge of medical terminology.

• Provides reception services such as operating a multi-line switchboard or phone, enters information into a computer system and ensures information is current and accurate; makes adjustments to information, as needed.
• Answers/directs incoming calls for staff, takes messages, answers routine inquiries and provides information of a general nature regarding Home Support; receives visitors and refers visitors to the appropriate area, as required and assists with arranging client appointments; contacts other agencies to obtain information as required.
• Types material such as correspondence, reports and documents utilizing various computer software and computerized systems by inputting client information, maintaining registers and typing from handwritten draft or general instruction; prepares various information/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the client and/or family.
• Collects data from various sources, inputs data and information into relevant computer system and updates records as required; gathers, compiles, and retrieves information as required and prints related reports.
• Performs a variety of related clerical such as sorting and filing verification sheets and mileage forms; identifies and resolves related discrepancies such as errors in timesheet calculations and identifying information; refers complex issues to the Manager or designate.
• Sets up timekeeping periods for payment purposes, enters information into a computerized system and forward information to Payroll for processing.
• Receives timesheets from home health staff; checks legibility and completeness of information; locates and corrects errors and omissions.
• Reconciles total hours worked by each employee to total hours scheduled for each employee; follows up on discrepancies In hours reported.
• Receives Billing Summary Report (BSR) and reviews each client against payroll timesheets; compares home support worker timesheets to BSR and makes adjustments as appropriate.
• Sets up and maintains the client and administrative filing system, according to established policies and procedures by creating and labelling files, developing forms, indexing materials and filing.
• Operates office equipment such as photocopiers, shredders and fax machine; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance requirement the Manager, or designate.
• Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup, as required; signs for receipt of packages and shipments.
• Maintains levels of stationery, office supplies and resources according to predetermined levels by photocopying, completing requisitions for signature and forwarding approved requisitions to appropriate personnel.
• Coordinates off-site storage of records and archives; maintains records of what is stored off-site, completes necessary paperwork, and arranges for records to be shipped to off-site storage, as required.
• Performs other related duties as assigned