Administrative Assistant - Full time

Prairie Lake Seniors Community is looking for an administrative assistant to join our team in our Grande Prairie office. This person will work to support the daily operations of the office.

The ideal candidate is a high-energy individual with excellent organizational skills, a strong attention to detail and the ability to communicate effectively in both written and verbal communications.

JOB SUMMARY: 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

The Duties and Responsibilities outlined are representative, but not all-inclusive to the scope of this position

Working and communicating closely with the Site Leader, takes a leadership role in supporting all Resident processes including:
1. 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. Communicates with Department of Veteran Affairs (DVA), and all other agencies as needed for Resident accounts paid by them
7. In collaboration with the Site Leader, coordinates, implements, and audits quality improvement initiatives based on the Park Place Quality Improvement Program.
8. Identifies, plans and participates in in-services, orientation, and training programs.
9. Advocates for and communicates Residents’ needs to employees.
10. Participates in a variety of meetings which include leadership, organizational, and planning meetings and takes minutes as requested.
11. Maintains close cooperation, communication, and liaison with employees and other professionals involved in the provision of care to Residents and tenants.
12. 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.
13. Maintains strict confidentiality of information gained as a result of the employment relationship.
14. Works closely with the Site Leader and communicates with other members of the Leadership Team regarding planning and quality improvement.
15. Works with the Assistant Manager to code invoices and forwards on in a timely manner to Corporate Office for Accounts Payable processing.
16. Prepares and mails monthly Resident and tenant Pre-Authorized Payment information slips.
17. Working with Corporate, assists with year-end audit.
18. Attends work-related conferences and seminars as directed.
19. Prepares reports.
20. Cordially receives, assists. and directs Residents, tenants, families, visitors, and employees within the facility, including accompanying visitors to their destination as required.
21. Answers, directs, and responds to phone calls and queries.
22. Clerical duties including filing and word processing (e.g., typing minutes), sorting and distributing incoming and outgoing mail.
23. Orders office supplies, including for printers, fax machines, photocopier, etc.
24. Books visitor’s suite, distributes and collects keys and collects, accounts for and deposits funds into bank.
25. Restocks Neighborhoods with forms and supplies as required.
26. Responsible for directing the shipping and receiving of supplies for the Park Place Home.
27. Other duties as required.

A CURRENT AND CLEAR CRIMINAL RECORDS CHECK with VULNERABLE SECTOR IS REQUIRED FOR ALL NEW EMPLOYEES.