Career Opportunities

Posting:

  • One (1) Full-Time Administrative Assistant

Qualifications:

  • Business/Finance diploma or equivalent
  • Computer literate and demonstrated proficiency with a variety of software programs including: Simply Accounting, Microsoft Word, Excel, Accuro
  • Knowledge of accounting and bookkeeping, payroll, benefit plan administration, financial reporting, income tax preparation and filings, and mandatory Ministry remittance, etc
  • Strong organizational skills, ability to work independently, and in a professional manner respecting financial and patient confidentiality
  • Good verbal and written communication skills
  • Bilingualism French/English an asset

Skills: 

  • Solid interpersonal skills
  • Ability to work as part of a team
  • Good judgement
  • Time management and priority setting abilities

Interested applicants can submit their resumes in confidence to N. Ewen no later than: Friday, August 31, 2018 at 1600 hours.

Nancy Ewen, Executive Director

Elliot Lake Family Health Team
31 Nova Scotia Walk
Elliot Lake, Ontario
P5A 2G8
This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Position Description: Administrative Assistant

Position Summary:

The Administrative Assistant performs administrative tasks, on a priority basis, that support the functions of the Administrator, Physician Lead and the Board/Executive.  

Roles and Responsibilities:

  1. Performs clerical duties for the Family Health Team (FHT) Administrator, Physician Lead, and Board/Executive.
  2. Processes correspondence, drafts replies and processes other routine tasks associated with the Administrator's functions.
  3. Coordinates Board of Director/Executive meetings, including booking of rooms, catering, compiling and processing of minutes, distribution of meeting agendas and materials.
  4. Researches, collects, and compiles data through inquiries, Internet and library searches, as requested by the Administrator. Orders and receives resources as identified by Administrator.
  5. Routine bookkeeping tasks such as accounts payable, preparing invoices and bank deposits
  6. Assists in the development and production of internal communications and public relations materials. 
  7. Maintains administrative manuals (e.g. administrative manual, equipment/warranty filing).
  8. Open/sort/route incoming mail on behalf of Executive Director

Planning and Development

  • Participate in business planning
  • Assist in  the development and implement financial policies and procedures
  • Assist in the evaluation of accounting procedures, cash management strategies, and make recommendations for changes to improve practices when required
  • Assist with compilation of budget data and documents based on estimated fund allocations, expenses and previous budgets

Accounting and Bookkeeping

  • Establish, maintain and balance separate ledger of accounts for funds allocated by the MOHLTC
  • Process, verify and balance financial records and business transactions
  • Perform month-end closing functions (e.g. account reconciliation, and bank reconciliations
  • Provide physicians with monthly revenues less operational base cost with adjustment made at yearend

Payroll

  • Work with payroll processing service to facilitate payroll processing (e.g. to provide payroll information changes to payroll)
  • Prepare or assist new hires in completing income forms such as TD1 – Personal Tax Credit Returns
  • Verify payroll output package, which includes payroll output, employee payments, and payroll reports and report discrepancies
  • Ensure Record of Employment (ROE) are forwarded to Human Resources Development Canada (HRDC)
  • Verify balance of statutory deductions and applicable company portions with government agencies
  • Calculate and provide vacation or termination pay, if required

Benefit Plan Administration

  • Assist in the administration of group insurance and pension plans
  • Complete forms for enrollment, retirement, or termination of employment
  • Distribute communication materials from plan suppliers

Financial Reporting

  • Examine accounting records and prepare monthly and quarterly consolidated financial statements, forecasts and reports
  • Perform variance analysis and prepare monthly reports of actual versus budget performance
  • Prepare financial reports for MOHLTC to reconcile actual expenses with funds allocated for each agreement and/or program
  • Analyze account activity in ledgers to make recommendations and conclusions to FHT Administrator and Executives for improved management
  • Act as the key liaison to the requirements of external auditors for each quarterly report, and year-end financial statements
  • Prepare ad-hoc financial and statistical reports as required

Income Tax Preparation and Filings

  • Examine financial accounts and records to prepare annual income tax returns
  • Assist to coordinate with payroll processing service to prepare and validate employer information returns such as T4/T4A slips and related Summary, and file to Canada Customs and Revenue Agency (CCRA)
  • Complete and submit remittance forms, workers’ compensation form, insurance and pension contribution forms and other government documents

Internal Control and Regulatory Compliance

  • Monitor and control expenditures for each separate fund allocation
  • Ensure financial recording accuracy and compliance with: established accounting standards, procedure and internal control safeguards; provisions of the Income Tax Act, Corporations Act (Ontario) or other statutory requirements; other regulating agencies
  • Keep financial records in accordance with CCRA requirements and other guidelines, including regulations governing record retention and destruction

The above responsibilities are not to be considered all - inclusive; may be assigned other related duties in the interest of efficient operations of a Family Health Team.

 

Skills, Knowledge Requirements

  • Exceptional organizational skills
  • Excellent interpersonal and oral/written communication skills
  • Strong problem-solving skills
  • Ability to maintain confidentiality and impartiality
  • Capacity to adapt quickly to a fast paced, dynamic work environment
  • High degree of accuracy and attention to detail
  • Proven participatory work style; ability to work independently and with a team (e.g. ability to work effectively with all members of the health care team
  • Ability to prioritize, manage time effectively and be flexible in a very active work environment
  • High level of accuracy and attention to detail
  • Exercises good judgment

Computer Skills

  • Competence with Microsoft Office with intermediate skills in Excel
  • Experience with clinical management system (CMS), preferably Accuro, would be an asset

Education and Specific Job Requirements

  • Post-secondary education in a related field such as business administration
  • Proficiency in computer applications: Windows, Microsoft Office programs, Email and Internet Research.
  • Demonstrated planning, organization, problem solving, research and analysis, written and oral communication, and conflict resolution skills.

Relevant Experience

  • Medical office experience
  • Experience in healthcare field
  • Experience in administrative office environment including demonstrated competence in word processing, minute taking, public liaison, telephone message intake, drafting policy and procedures.

Relevant Structure

  • Consults with the ELFHT Executive Director for day-to-day operations.  

Key Relationships and Interactions

Internal

  • Collaborative physicians
  • Allied Health Professionals
  • Functions as a member of the Elliot Lake Family Health Team  

External

  • Patients
  • Liaises with community agencies, other health providers and outside regulatory and accrediting agencies as required

 

Hours of Work:  Full-time

Overtime may be required to meet deadlines.