Office Manager

Applications are invited for the Permanent Full-time position of Office Manager at Extendicare Hillcrest, a 112-bed long-term care home, located in NW, Calgary, Alberta.

Reporting to the Regional Manager of Programs, the Office Manager is responsible for effectively managing all aspects of the business office processes and systems on behalf of the facility/home to ensure smooth operations of the facility.

RESPONSIBILITIES:

Responsible for completing the activities of the business office, including but not limited to:

• Accounts Payable, Accounts Receivables, Collections, Payroll, Benefits Administration, HR activities, Resident Trust Accounting, Scheduling, Time Tracking and Open Shift Management; establishes and monitors workflow and makes changes as necessary to improve quality of service.
• Supports the Management Team with trouble shooting and resolving HR and Payroll and benefit related inquiries.
• Adheres to established policies and procedures regarding quality assurance, fire, occupational health and safety, environment, and infection control.
• Maintains internal records and prepares internal reports for facility as required; maintains confidentiality of all financial, personnel and resident data; maintains accounting records.
• Handles payments from families and all queries concerning billings from residents and /or families; prepares and completes bank deposits
• Greets visitors, determines purpose of visit; directs visitors to proper location as appropriate; informs staff of visitor’s arrival; presents a positive image of the facility to the public; monitors comings and goings of residents from facility.
• Supervises Business Office staff
• Clerical Duties such as directing phone calls, photocopying, covering reception, meeting minutes etc.
• Other duties as assigned by the Regional Manager of Programs

QUALIFICATIONS

• Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent
• 3 - 5 years of secretarial skills and experience with office procedures required
• Supervisory experience 2-3 years required
• Experience working with seniors in a long-term care setting is an asset
• Knowledge and experience working with Workday, PointClickCare or cloud-based software preferred
• Knowledge and experience with office and computer equipment
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
• Must have an understanding of 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.
• 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
• 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
• Ability to read and write English to understand complex verbal and written instructions in English.

Time Type:

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.