The Office Manager is responsible for overseeing the administrative functions of the office, ensuring smooth operations, and supporting the Site Leader. This role involves handling Bookkeeping transactions, payroll and supervising administrative staff. The Office Manager plays a key role in promoting a positive working relationship with residents, families, and co-workers. This will may include all or some of the following responsibilities depending on the size of the home and may be combined with another role in the home.

TYPICAL DUTIES AND RESPONSIBILITIES:
size of the home and may be combined with another Job Title if applicable.

1. Financial Management

• Review and process invoices in Beanworks.
• Submit admissions, transfers, discharges, and changes to head office timely.
• Receive cash and cheques, provide receipts, and make weekly bank deposits.
• Maintain and balance petty cash for different accounts.
• Enter and reconcile resident transactions in Point Click Care.
• Run month-end reports, prepare cheques, and mail invoices and statements.
• Review account receivables and follow up on outstanding balances.
• Confirm resident withdrawal amounts in billing and PAP reports.
• Reconcile bank accounts monthly.
• Submit invoices to the union as applicable.
• Ensure funds are recovered appropriately with department managers.
• Review and process invoices in Beanworks.
• Submit admissions, transfers, discharges, and changes to head office timely.
• Receive cash and cheques, provide receipts, and make weekly bank deposits.
• Maintain and balance petty cash for different accounts.
• Enter and reconcile resident transactions in Point Click Care.
• Run month-end reports, prepare cheques, and mail invoices and statements.
• Review account receivables and follow up on outstanding balances.
• Confirm resident withdrawal amounts in billing and PAP reports.
• Reconcile bank accounts monthly.
• Submit invoices to the union as applicable.
• Ensure funds are recovered appropriately with department managers.
• Manage residents' trust accounts and financial transactions
• Assist with year-end audits and financial reports.
• Handle billing to health authorities, including added care and home care billing.
• Work with offices like AISH for resident income supports.
• Manage rent letter increases and BCF Forms.

2. Administrative Support:

• Provide administrative support to the Site Leader and other departments as needed.
• Coordinate and implement quality improvement initiatives in collaboration with the Site Leader.
• Participate in meetings, take minutes, and assist with training programs.
• Manage discharge processes with health authorities.
• Cover for other administrative duties as assigned
• Perform other duties as assigned

3. Supervision:

• Supervise administrative staff, including recruiting, training, and evaluating their performance.
• Ensure compliance with company policies and procedures.

QUALIFICATIONS AND EXPERIENCE:

• High school graduation or equivalent; certification in health care office management preferred.
• Minimum of 2 years of recent related experience or equivalent combination of training and experience.
• Strong customer service skills and experience working with seniors preferred.
• Intermediate computer skills, including Outlook, Word, and Excel
• Prior work or volunteer experience working with seniors is preferred
  Equivalences may be considered.

SKILLS AND ABILITIES:

• Must be an individual who enjoys working in a fast-paced setting.
• Good verbal and written communication skills are essential.
• Must be able to maintain a high degree of accuracy under stress.
• Must have excellent time management skills and the ability to meet deadlines.
• Ability to communicate fluently in English, both verbally and in writing.
• Demonstrated organizational, communication, and conflict resolution skills required.
• Must be able to establish and maintain cooperation with all personnel and maintain harmonious relations with clients and families.
• Physical ability to carry out the duties of the position.
• Must be able to work in many varied stressful situations.
• Must be able to work independently and as part of a team.
• Ability to operate related equipment.
• Must have a Criminal Records check completed.

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