Administrative Assistant

3 weeks ago

Edmonton, Canada Park Place Seniors Living Full time

Reporting to and supporting the Site Leader, the Administrative Assistant is usually the first point
of contact for anyone entering the Park Place Home, thus must be a positive, outgoing, and
informed presence, willing to attend to others’ needs and become a vibrant part of the Park Place
Home’s community. Serves Residents, families, visitors, and employees in a welcoming manner,
assisting and supporting as required. Working with the Site Leader, takes a leadership role in the
coordination of quality assurance/quality improvement programs. Is a member of the Home’s
Leadership Team and is a resource to all Residents and tenants, their families, employees,
volunteers and all other stakeholders at the Park Place Home. The Administrative Assistant
ensures a commitment to Resident safety and to our “culture of safety” as per the Strategic
Directions of Park Place Seniors Living.

**TYPICAL DUTIES AND RESPONSIBILITIES**:
1. Working and communicating closely with the Site Leader, takes a leadership role in

**supporting all Resident processes including**: Move-Ins and Move-Outs of Residents in
Neighborhoods from first point of contact including financial information and consents (e.g.
Pre-Authorized Payment form, first month billing, Move-In Agreement).
2. Manages financial transactions, keeping accurate and current records and reconciling the
Residents’ Comfort Account and Petty Cash Account.
3. Manages Resident and tenant statistics, keeping accurate and current records and
forwards routinely to Site Leader.
4. Makes deposits at the bank for miscellaneous Accounts Receivable and Residents’
Comfort Account, prepares cheques for Site Leader’s signature for reconciliation of
Comfort or Resident Council account.
5. Completes Billing Change Forms for Residents upon status change, and forwards to
Corporate Office in a timely manner.
6. Reconciles payroll, completes payroll worksheet for Site Leader’s signature and forwards
on to Corporate Office as per required time schedule.
7. Communicates with Department of Veteran Affairs (DVA), and all other agencies as
needed for Resident accounts paid by them.
8. In collaboration with the Site Leader, coordinates, implements, and audits quality
improvement initiatives based on the Park Place Quality Improvement Program.
9. In collaboration with the Site Leader and Social Worker, provides social services to
Residents, tenants and families who experience challenges in daily living as a result of
illness and/or aging.
10. Responsible for program management and budget control.
11. Identifies, plans and participates in in-services, orientation, and training programs.
12. Advocates for and communicates Residents’ needs to employees.
13. Participates in a variety of meetings which include leadership, organizational, and planning
meetings and takes minutes as requested.
14. Maintains close cooperation, communication, and liaison with employees and other
professionals involved in the provision of care to Residents and tenants.
15. Maintains up-to-date knowledge of Park Place’s policies and procedures and relevant
legislation. Interprets and implements these as necessary. Recommends changes in
policy and procedures.
16. Maintains strict confidentiality of information gained as a result of the employment
relationship.
17. Works closely with the Site Leader and communicates with other members of the
Leadership Team regarding planning and quality improvement.
18. Works with the Receptionist to code invoices and forwards on in a timely manner to
Corporate Office for Accounts Payable processing.
19. Prepares and mails monthly Resident and tenant Pre-Authorized Payment information
slips.
20. Working with Corporate, assists with year-end audit.
21. Attends work-related conferences and seminars as directed.
22. Prepares reports.
23. Other duties as required.

**When the Receptionist is off duty**:
1. Cordially receives, assists. and directs Residents, tenants, families, visitors, and
employees within the facility, including accompanying visitors to their destination as
required.
2. Answers, directs, and responds to phone calls and queries.
3. Clerical duties including filing and word processing (e.g., typing minutes), sorting and
distributing incoming and outgoing mail.
4. Orders office supplies, including for printers, fax machines, photocopier, etc.
5. Books visitor’s suite, distributes and collects keys and collects, accounts for and deposits
funds into bank.
6. Restocks Neighborhoods with forms and supplies as required.
7. Responsible for directing the shipping and receiving of supplies for the Park Place Home.
8. Other duties as required.
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