Vacation/casual Relief for Staffing and Finance

2 months ago

Nanaimo, Canada Kiwanis Village Nanaimo Full time

**KIWANIS VILLAGE NANAIMO**

**POSITION DESCRIPTION **:CASUAL ADMINISTRATION AND FINANCE

ASSISTANT

**REPORTS TO**: MANAGER, FINANCIAL SERVICES

This position is responsible to provide sick and vacation relief for a wide range of computerized bookkeeping functions, administrative functions and staffing functions of Kiwanis Village.

1. Maintains the Accounts Receivable sub ledger by setting up new residents, entering of invoices, enters daily sales, receiving payments and preparing bank deposits. Sets up new client information including direct debit details, updates monthly rent logs and prints required reports.

Calculates damage deposit refunds including any interest owing and prepare refund cheque.

2. Maintains the Accounts Payable sub ledger by setting up new vendors, entering of vendor invoices and producing payment cheques. Produces manual cheques for one-time purchases.

3. Responsible for handling and keeping accurate records of petty cash fund.

4. Maintains Meals on Wheels database by updating client information, entering daily meals, produces monthly invoicing and posting of payments.

5. Maintains Day Care ledger by posting charges and deposits, printing month-end statements and reports.

6. Assists with month-end procedures such as transfers, general journal entries and bank reconciliations.

7. Allocates and calls in relief staff to fill vacancies resulting from unfilled positions such as vacations, leaves of absence and sick leave in accordance with applicable collective agreements.

Processes requests such as shift exchanges by forwarding documentation to appropriate authority for approval and communicate decisions to employees.

8. Maintains records on relief staff such as names, addresses, phone numbers, availability for work and suitable work area. Maintains timekeeping records on the computerized Scheduling package for regular and casual staff and submits to payroll system, inputs daily timesheet information. Updates and distributes staff schedules.

9. Responsible to prepare and track internal and external job postings.

10. Miscellaneous office procedures including typing, filing and photocopying.

11. Performs other related duties as required.

**CASUAL ADMINISTRATION AND FINANCE ASSISTANT**
**Page 2**

**QUALIFICATIONS**:
Grade XII Commercial Graduate, including basic bookkeeping.

Minimum two years recent office experience.

Working knowledge of QuickBooks, MS Word and MS Excel.

Experience working in a Health Care related environment would be an asset.

Knowledge of ComVida Scheduling program an asset.

**SKILLS AND ABILITIES**:
Typing 50 wpm.

Skill in the use of related office and computer equipment.

Maintain confidentiality of information entrusted to the incumbent at all times.

Maintain an exceptional standard of very accurate and comprehensive record keeping and reporting.

Ability to communicate clearly and effectively both orally and in written work.

Ability to carry out duties efficiently and within time allotment

Demonstrated ability to establish and maintain effective working relationships with superiors, residents and the public.

Must be flexible and responsible to meet the demands of the position.

Must be a hard working, be able to work independently, be diligent and be respectful and polite toward others.

**KIWANIS VILLAGE NANAIMO POSITION DESCRIPTION: STAFF SCHEDULING - HUMAN RESOURCES SUPPORT DEPARTMENT: ADMINISTRATION AND FINANCE CLASSIFICATION: NON-CONTRACT REPORTS TO: MANAGER, FINANCIAL SERVICES**

This position is responsible for the scheduling of staff and human resources and the administrative support functions of the Human Resources - Finance and Administration department.

The incumbent is responsible for all aspects associated with staffing/scheduling;
1. Allocates and calls in relief staff to fill vacancies resulting from unfilled positions such as vacations, leaves of absence and sick leave in accordance with applicable collective agreements.

2. Maintains records on relief staff such as names, addresses, phone numbers, availability for work and suitable work area.

3. Maintains timekeeping records on the computerized Scheduling package for regular and casual staff and submits to payroll system, inputs daily timesheet information.

4. Builds, updates and distributes staff schedules and master rotations.

The incumbent is responsible for General Human Resource Administration duties including, but not limited to:
2. Responsible for preparing and distributing new employee packages. Order Nametags and set-up FOBs for new Staff. Ensure all paperwork is received prior to working with the department manager to assign orientation shifts. File the criminal record checks; ensure copy of LPN license, RN license, Food safe, Care aide registry etc.

3. Assist with organizing New Employee Orientation.

4. Set up new employees in HR database, assign rotation.

5. Responsible to prepare and track internal and external job postings.

6. Maintains and provides the

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