AP/AR Senior Clerk

Title: Business Manager

Department: Finance Office

Reports To: Director of Finance

Interface/Build Relationships: Colleagues (intra-departmental and inter-departmental), residents, families, and community partners

Position Objective

To provide administrative support and accounts receivable/accounts payable tasks for the Finance Office with the general day to day operations of Glen Haven Manor

Qualifications:

Grade Twelve or equivalent; and a minimum of five years experience working as an Administrative Assistant

Business Administration Certificate; and a minimum of two years experience working as an Administrative Assistant

Intermediate to Advanced knowledge of Accounting software

Intermediate to Advanced computer skills

Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

Proven organizational, interpersonal and time management skills

Perform duties in an ethical and professional manner; and maintain strict confidentiality

Most be bondable

Knowledge & Skills: Conflict Resolution Problem Solving

Communication Organizational

Interpersonal Time Management

Team Player Adaptable

Detailed Orientated Thorough

Characteristics & Behaviors: Accountable Disciplined Initiative

Adaptable Enthusiastic Motivated

Approachable Flexible Professional

Compassionate Friendly Reliable

Cooperative Honest Responsible

Position Summary

Provide outstanding administrative support and accounts receivable duties for the residents, families/friends, co-workers and administration in an efficient, organized and professional manner for the day to day operation of the Business Office

Accountabilities

Complete assigned workload as per departmental procedures (including but not limited to the following):

Responsible for maintaining all aspects of the AR Subledger.

i. Process monthly resident admissions and discharges as reported by care department

ii. Create monthly resident invoices for both accommodations and optional charges

iii. Distribute monthly invoices to residents/families

iv. Create/reconcile monthly automatic withdrawals from resident accounts

v. Receive payments (cash, cheque) and make bank deposits

vi. Record all AR transactions in accounting software

vii. Assist with quarterly resident reconciliations as required by DSLTC

viii. Liaison with residents/families to ensure Income Taxes are filed and information submitted to Eligibility Review Unit.

ix. Distribute annual income tax medical receipts

Responsible for Guest Trust administration of resident funds and ensuring all transactions are recorded in accounting software

Monthly reconciliation of office petty cash

Prepare Department of Health monthly billing for over cost and wound care supplies

Responsible for all aspects of the AP subledger.

i. Order office supplies

ii. Match invoices, packing slips, purchase orders

iii. Record all invoices and credits in accounting software

iv. Process biweekly cheque runs and facilitate cheque signing by Administrator and Board of directors.

v. Process by biweekly EFT payments and bank transfers as necessary.

Greet and direct residents, staff and families to contacts or service areas

Organize and prioritize allocated job tasks

Follow direction with minimal supervision

Follow documentation standards and complete applicable forms

Comply with all policies, procedures, standards and programs

Knowledgeable and respectful of Resident and Family Rights and Responsibilities

Contribute to customer service excellence at all times with residents and families

Interact professionally, positively and courteously with residents, families, visitors and staff

Apply infection control practices and standard precautions

Implement Standard Operating Procedures and Safe Work Practices

Apply proper body mechanics when performing all duties

Maintain effective intradepartmental and interdepartmental relationships.

Participate in professional development opportunities.

Participate on committees that promote the goals of Glen Haven Manor

Adhere to the Declaration of Confidentiality

Adhere to the Standards of Conduct

Commit to embracing diversity and creating unity and inclusion among members of your work community

Respond to emergencies as per Emergency Voice Code procedures

Apply the organizational values to achieve the Vision, Mission and Strategic Directions

Performs all other related duties as assigned

Safety Health & Environmental Affairs

Complete all job tasks in accordance with the Standard Operating Procedures and Safe Work Practices and acknowledge health and safety as everyone's responsibility. Participate in activities associated with the management of workplace safety health and environmental affairs as endorsement of a progressive safety culture.

Working Conditions

Sitting for extended periods of time

Lifting, reaching, and walking on a regular basis

Minimal periods of bending/stooping and carrying

Subject to interruption of duties resulting from resident needs

Exposure to distress and frustration from expressions of challenging or responsive behaviors

Physical Requirements

Light to moderate working conditions

Acknowledgement

This position description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role.