Administrative Assistant

Job Description

Purpose of Job

To function as an Administrative Assistant to the Administrator, he/she will provide administration support to the Executive Director, Board of Directors and Senior Management Team. This is a highly responsible and multifaceted position that requires complete knowledge of the activities and objectives of the facility, with a full understanding of the Administrator’s particular function.

Qualifications:

Grade twelve (XII) graduate and recognized office administration/accounting program and/or a combination of education, training and progressively responsible experience. Working knowledge of financial accounting. Minimum of two years accounts payable/receivable experience. Excellent organizational, decision making and problem-solving skills. Ability to work independently with minimal supervision. Professional communication skills; oral and written. Proficient with Microsoft Office applications (word, excel, and power point). Knowledge of Sage Accounting is an asset. Experience handling sensitive and confidential business matters and information with discretion, good judgment, tact and diplomacy. Ability to work well under pressure while maintaining a friendly positive attitude. Lastly, excellent attendance record.

Regular Duties and or Responsibilities

The Administrative Assistant is part of the management team of the Nursing Home. The incumbent is responsible for:

· General secretarial duties to Executive Director and accountant.

· Serve as recording secretary at meetings of the Board of Directors, the Executive committees and senior management meetings.

· In collaboration with the Executive Director, will help in the resolution of complaints in a timely manner.

· Compile and organize data for reports for different programs.

· Type and file reports, forms, correspondence and statements including statements of accounts, schedules and data to be used in compiling the budget and financial statements.

• Prepare payroll and all related documents such as records of employment, T4’s, manual cheques and submit reports for processing.
• Receive, process and update employee benefits records such as pension and group insurance.
• Update and maintain employee vacation, sick and statutory holiday records.
• Maintain employee’s time sheets and pay records, perform related duties to the preparation of payroll.
• Process payroll in a timely manner.
• Compile, maintain and update secure and confidential files (HR, Finance, Resident, Board, etc.).
• Assist in collection of data needed for various reports.
• Greet and direct visitors and families.
• Answer and direct incoming calls.

· Prepare bank deposits, issue tax receipts

· Pay residents monthly expenses, process resident trust transactions in Sage accounting program

• Receive payments for Residents and apartment rents.
• Receive, sort, open and distribute all mail.
• Process with payables, receivables and invoicing.
• Order and maintain inventory of office supplies.
• Any other reasonable office duties that are assigned from time to time as may be necessary for the well-being of the Home.
• Participate in the Joint Health and Safety committee while observing all rules related to safety.

Note:

The above duties are only the basic and prime duties of the job. Related or allied duties will be assigned from time to time, as may become necessary to the operation of the Home.

As a condition of obtaining and maintaining employment, candidates will need to provide proof of vaccination against COVID-19, or a valid medical certificate exempting them from the vaccine.

Job Type: Full-time

Salary: $25.23-$27.16 per hour

Expected hours: 37.5 per week

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Ability to Commute:

• Blacks Harbour, NB E5H 1K2 (required)

Work Location: In person