Clerk III - Administrative/Finance/Reception Clerk

QUALIFICATIONS
* Grade 12 education (Manitoba Standards)
* Completion of a recognized Office Administration Diploma
* Completion of a recognized Bookkeeping/Accounting course
* Demonstrated education and/or experience in bookkeeping and accounting
* Two (2) years clerical experience
* Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
* Demonstrated organizational skills, and the ability to work independently
* Demonstrated communication skills
* Demonstrated flexibility to facilitate changes in techniques and procedures
* Ability to display independent judgment
* Ability to respect and promote a culturally diverse population
* Ability to respect and promote confidentiality
* Ability to perform the duties of the position on a regular basis

POSITION SUMMARY

The incumbent is primarily responsible for receptionist duties at their respective facility and clerical support to the applicable manager. The incumbent also performs transactions in support of finance functions at the facility and acts as the primary point of contact for clients/patients/residents and families paying for non-insured services.

RESPONSIBILITIES:

Overview:

Reception

1. Provides reception and general office duties for the facility by greeting the public, responding to inquiries and/or directing residents, their family and the public appropriately (in person or by telephone).
2. Responsible for incoming and outgoing mail distribution and preparation.
   • Prepare outgoing mail, faxes, and e-mail.
3. Maintains up to date records of relevant committees, team members and schedules of relevant committee meetings; making necessary meeting arrangements including notification of staff, collecting agenda items, circulating agendas and booking meeting rooms as required. Recording/Transcribing of meeting minutes.
4. Assists in preparing regional programs, events, meetings or workshops as required including arranging, preparing minutes, maintaining meeting files and meeting follow up as required.
5. Provides clerical support by performing any or all of the following duties:
   • Organizing and maintaining filing systems to meet facility requirements.
   • Maintaining & updating all relevant resident information to facilitate admission, transfer and discharge of resident (including Admission/ Discharge book, addressograph, cardexes, death charts etc.).
   • Preparing & distributing monthly summaries/statistics as necessary.
   • Maintaining and ordering forms and supplies.
   • Archiving information as per policy.
   • Providing clerical support for photocopying, collating and distribution of materials.
6. Provides back up support to other administrative staff as required.

Accounting/Finance

1. Computes individual residential charges.
2. Records payments made by each of the residents or their families.
3. Receives payments and issues facility receipts.
4. Checks, balances, make disbursements and replenish Petty Cash funds.
5. Verifies the accuracy of invoices from vendors for facility purchases.
6. Prepares invoices and issuance of cheques for trust.
7. Prepares financial and statistical reports at month-end.
8. Prepares regular bank deposits.
9. Reconciles bank accounts, receivable accounts, and prepaid accounts.
10. Sundry duties as assigned.