Job Description

Description :

If youre passionate about leading a team that is, committed to the Team Member Experience and driven by innovation and growth, then join us!

The Office Manager is a critical role within our communities as it impacts the lives of residents and ignites the warmth of human connection.

Wage: $47,210 - $59,012

The Office Managers primary responsibility is to ensure that the day-to-day administrative functions and processes required to meet the operational needs of the Care Community and or Retirement Residence have been completed. The key responsibilities of the job include: managing resident files; maintaining resident accounts (accounts receivable, trust accounting, resident billing); and overseeing the sites accounting procedures and processing (including petty cash, banking, accounts payable, procurement and month-end accounting processes). The Office Manager is also responsible for confirming the completeness and accuracy of the sites bi-weekly payroll submissions, as well as for submitting off-cycle payroll requests for processing.

RESPONSIBILITIES:

Resident Accounts - Accounts Receivable, Trust Accounts, Resident Billing

• In collaboration with the Resident Relations Coordinator and / or General Manager, they support new residents with both the move-in and discharge processes, including meeting with the resident and the family / Power of Attorney on the date of admission to complete the resident contract and any other related
• Responsible for ensuring that all Resident Accounts documentation are fully completed and comply with Sienna and Legislative (MOH / RHA) guidelines, that all services are outlined and agreed to writing, and that all the documents are duly
• Responsible for processing the annual rent and ancillary charge increases to resident accounts.
• S/He is responsible for all components of Resident billing and reconciliation including preparing resident invoices, processing resident payments and processing tax statements.
• In collaboration with the Resident Relations Coordinator and or General Manager, s/he assists with the resolution of financial issues and coordinates appropriate financial support options for individual circumstances,
• Assists residents and families in administering and accessing power of attorney, public guardian trustee and other financial resources
• Manages and records all account receivable transactions to ensure accurate record keeping.
• Manages the receipt and disbursement of resident trust account monies
• Responsible for the collection of resident accounts and for maintaining proper documentation of all collection
• Responsible for processing resident refunds, rate reductions and NSF as appropriate
• May interface and respond to government requests or by preparing ad-hoc reports as needed.
• As required, s/he may assist Residents with updating and or / securing new Provincial Health Cards

2. Accounting Procedures - Petty Cash, Banking, Accounts Payable, Month-end and Procurement

• Maintains an operating petty cash system and trust petty cash fund for disbursement as required.
• Responsible for overseeing the scanning / entering and processing of invoices and appropriate documentation for Accounts Payable
• As required, s/he requests new vendors from Accounts Payable
• Liaises with Vendors and responds to their
• Responsible for the completion of month-end
• Maintains accounting schedules as required and provides to Support Services at month- end.
• Prepares and provides Support Services Office with the Monthly trust reconciliation package and as assigned, the Credit Card Reconciliation
• Completes monthly bank deposits in compliance with Sienna cash handling policies
• Identifies and explains monthly variances from
• Prepares and maintains POs and updates Purchase Journals

3. Reception, Security

• Responsible for managing and administering the reception / concierge functions within the Care Community / Retirement Residence (see the Receptionist / Concierge ). In the absence of a Receptionist / Concierge or Scheduling Clerk and where applicable this may include: answering and screening inbound telephone calls, greeting and escorting visitors and conducting
• Responsible for managing resident security functions within the Care Community or Retirement Residence (see Receptionist/Concierge ). In the absence of a Receptionist/Concierge or Nursing Scheduling Clerk and where applicable this may include: monitoring alarms on exterior doors, monitoring arrival and departure of Residents, logging resident movement into and / or out of the Care Community or Retirement Residence
• As required, they may coordinate the inspection protocols (i.e., for Health Board / MOH, etc.) and maintain required logs (i.e., logging of fire drills, )

4. Records Management

• Within a Care Community the Office Manager backs-up and supports the Nursing Schedule Coordinator in the management and maintenance of the non-management team member personnel files. Within a Retirement Residence the Office Manager is responsible for managing and maintaining non-management team member personnel files.
• Responsible for managing and maintaining Resident files. S/he establishes and maintains updated resident financial files that contain the required documentation and forms as per legislation and Sienna policy including (but not limited to): signed admission agreements.

5. Payroll and People Management

• Responsible for confirming the accuracy and completeness of the sites bi-weekly payroll utilizing standard Ultipro reports, processing checklists and defined audits in advance of payroll submission. (i.e., completion of manager time approvals and PTO request approvals, completion of new hires in Ultipro, completion of time edits, )
• Responsible for the submission of approved off-cycle payroll requests for processing
• Within a Care Community the Office Manager will back-up and / or provides support as required to the Nursing Schedule Coordinator in the processing of Team Member new- hires, terminations, changes and updates into Ultipro. Within a Retirement Residence the Office Manager is responsible for the processing of Team Member new-hires, terminations, changes and updates into
• Within a Care Community the Office Manager will back-up and provide support to the Nursing Schedule Coordinator on payroll time edit processing, scheduling support and call-in for the Nursing Department. Within a Retirement Residence the Office Manager will complete the payroll time edit processing, provide scheduling support and oversee the sites call-in
• Where applicable they are responsible for the recruiting, onboarding, HR administration and the effective payroll administration of their direct reports (Receptionist, including the approval and scheduling of PTO requests)
• Where applicable s/he is responsible for the accuracy of vacation, sick and statutory holiday leaves of their direct reports, including ensuring that each team member has sufficient hours to cover the requested
• Within a Care Community the Office Manager will back-up and / or provide support to the Nursing Schedule Coordinator as required in coordinating the benefits enrollment of Team Members. Within a Retirement Residence the Office Manager is responsible for coordinating benefits enrollment of Team

6. Other, Back- up

• Accountable for mail distribution within the Care Community and Retirement Residence. In the absence of a Receptionist or Scheduling Clerk, the tasks include: sorting and distribution of mail, coordination of courier pickups
• Responsible for ordering administrative supplies and for equipment purchases in adherence with Sienna guidelines and
• Maintains Sienna Policy Manuals, ensuring new and updated policies and procedures are properly filed in the manuals, that the manuals are up-to-date and that they are available to Team members as
• Participates in the budgeting process as it relates to the development / creation of the Administrative budget.
• Manages and monitors all administrative expenses, explains monthly variances and identifies corrective
• Prepares the monthly invoices to the Union
• Coordinates resident tax clinics for CRA volunteers
• May assist Sienna IT resources in troubleshooting issues for building, telephone and / or other technical issues, setting up system passwords, assisting Team members with core systems access (Ultipro, PCC, )
• Maintains internal vendor contracts and performs quarterly audits of vendor provided services
• Within a Care Community, the Office Manager will back-up and / or provide support to the Nursing Schedule Coordinator as required in the completion of Master Scheduling, Call-in and payroll processing tasks (time edits)

QUALIFICATIONS:

• Post-secondary diploma in Business Administration, Accounting or equivalent
• Experience in a healthcare environment would be an asset
• Knowledge of time and attendance and People / HR/ Payroll administration
• Understanding of Collective Agreements
• Understanding of pay-related employment legislation
• Exceptional administrative detail orientation and deadline-driven
• Exceptional organizational skills
• Strong problem solver
• Proficiency with MS Office, Outlook, Excel and Word
• Experience with Ultipro, Yardi and PCC would be an asset

For Ontario locations, in accordance with the Accessibility for Ontarians with Disabilities Act 2005, upon request, support will be provided for accommodations throughout the recruitment, selection and assessment process.

Sienna Living