OFFICE MANAGER

RESPONSIBILITIES

• Lead administrative team to deliver seamless and quality services for residents, families, and employees.
• Process and verify invoices, payments and remittances related to 3rd party providers, including agency staffing and independent contractors. Maintain external vendor relationships.
• Handle payments from families and all queries concerning billings from residents and /or families; manage resident intake, setup, on-going billing, collections, and discharges.
• Administer and maintain financial records including banking, petty cash, resident trust, government funding programs, etc.
• Maintain and update resident and employee census records; ensures confidentiality of all financial, personnel and resident data; Create and communicate job postings for home/facility positions.
• Oversee onboarding new employees, recruiting activities at the home, Time & Attendance, and Open Shift Management.
• Adheres to established policies and procedures regarding quality assurance, fire, occupational health and safety, environment, and infection control.
• Manage applicant screening process, including reviewing applications, conducting reference checks, validating pre-hire requirements (e.g., candidate certifications).
• Acts as a Subject Matter Expert to Hiring Managers at the facility level on effective recruitment and onboarding best practices.
• Manage end to end recruitment (interview, reference checks, and validate pre-hire requirements) processes, create offer letters and coordinate new hire packages and an exceptional onboarding and orientation experience specific to Business Office New Hires.
• Assist the Director of Care with the annual audit, reporting and follow up of Professional Credentials of registered staff (Nursing and Allied Health).
• Work with home Administrator to coordinate communications with home staff through team meetings, maintaining notice boards and via e-mail.
• Participate in the development and planning of employee engagement events and service awards.
   

QUALIFICATIONS

• 5 - 10 years of experience managing a fast-paced office/business environment.
• Managerial experience of 2-3 years considered an asset.
• Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.
• Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent.
• Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.

• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Must understand banking practices i.e., deposits, trust, etc. and sufficient accounting knowledge to determine proper journal entries.
• Working knowledge of HR, payroll, scheduling, benefit administration, interpretation and application of collective agreement provisions, accounts receivable, and accounts payable practices.
• Strong data analytics with high attention to detail; critical thinker.
• Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

Time Type:

Full time

Extendicare and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes upon request.