Job Description

About Us
At West Coast Seniors Housing Management, we see our communities as a family and we are equally committed to our residents and our staff. We provide an engaging work environment and treat each other with respect and dignity. We invest in the growth and development of our teams to actively participate in the creation of memories and moments that matter to our residents.
About the Role
The Administrative Coordinator - Finance & Payroll reports to the General Manager and/or designate and provides administrative support for the community. This role is responsible for finance and payroll management at the community and is a resource for residents, families and staff.
Responsibilities
Include but not limited to:

• Engage and mobilize your team to achieve the purpose, goals, objective and key results of the organization.
• Be an engaged collaborative team player, developing and maintaining professional relationships that support and strengthen the organizational culture and purpose.
• Model the values and leadership behaviours of the organization and inspire others to do the same.
• Calculate employee hours to be paid and enter into the payroll system by reviewing exception reports and change forms (i.e. wage rates, benefits status, address, banking info, etc).
• Maintain seniority lists and run adhoc reports as requested.
• Complete documents required by Revenue Canada, Statistics Canada, Health Authorities and benefits provider.
• Answer and respond to payroll, benefits and finance questions from staff and Support Office.
• Produce a variety of confidential documents for the General Manager and management team members including; correspondence, memos, reports, minutes and meeting agendas.
• Maintains confidential and well organized system for employee files and monitors for expiring certifications as well as resident electronic and hard copy files.
• Maintain emergency fan out list with updated staff telephone numbers within WPS Evac.
• Prepare financial reports, coding all accounts payable invoices, monthly bank reconciliation, and collections of past due accounts.
• Set up Electronic Funds Transfer (EFT), process monthly accounts statements using Resident Management System software, process resident refund requests, and maintain invoicing to third parties (i.e. Ministry of Human Resources/ Department of Veterans Affairs, Health Authorities, BC Housing). Create annual resident income tax statements.
• Process payments and complete bank deposits (if applicable).
• Maintain the petty cash fund; record monthly transactions, request additional funds as required and complete related reports.
• Maintain the Resident Trust Fund; process withdrawal requests, record transactions, maintain ledger of accounts, advise resident/families when additional funds are required and reconcile trust account monthly.
• Answer the telephone, greet and screen both callers and visitors, respond to requests by providing information directly or directing inquiries to appropriate individuals within the organization.
• Receive and process all incoming and outgoing mail and screen for appropriate distribution within the organization.
• Accurate processing of purchase orders in accordance with company guidelines and process payables.
• Ensure office supplies and materials are available at the community.
• Supervision of Reception staff as applicable.
• Management and maintenance of resident's information through Care Management System and Resident Management System.
• Maintains a safe environment for residents, family and staff, through:

• accident prevention,
• knowledge of emergency procedures and regulations,
• the safe use of supplies and equipment and reporting when repairs are necessary, and
• Utilizing infection control procedures
• Performs all other duties as required.

Qualifications and Skills

• Grade 12 education.
• Education from Business Administration or Commerce program an asset.
• Minimum of 2-3 years recent related experience.
• Experience preparing medium to large payrolls.
• Knowledge of basic accounting procedures, reconciliation and bookkeeping.
• Intermediate computer skills in Microsoft Windows environment, knowledge of Resident Billing Software and payroll systems.
• Prior experience in interpreting and applying a collective agreement in a unionized environment an asset.
• Scheduling experience in a unionized environment an asset.
• All successful applicants must pass the vulnerable sector Criminal Record Check applicable to Provincial guidelines.
• Good interpersonal skills and ability to effectively interact with the various individuals involved in providing holistic care in a flexible resident focused environment.
• Ability to process a high-volume of data accurately and multi-task efficiently in a high paced environment.
• Ability to work effectively with multiple critical timelines.
• Demonstration of strong problem solving and customer service skills. Demonstrates responsiveness, flexibility and efficiency in a dynamic environment.
• Ability to read, write, and speak English proficiently and understand verbal and written instructions.

West Coast Seniors Housing Management
is an equal opportunity employer.

Skills Required