Office Manager

The Office Manager’s 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 site’s 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 site’s bi-weekly payroll submissions, as well as for submitting off-cycle payroll requests for processing.

This is a **part-time permanent** role with 24 hours per week.

As a valued member of the team, the Office Manager demonstrates a commitment to the quality of resident care by providing services in accordance with the organization’s vision, mission and values.

**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 Job Description). 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 Job Description). 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