Administrative Assistant

Copper Sky Seniors Community in Spruce Grove, Alberta is seeking a Casual Administrative Assistant to provide coverage for vacations, sick leave, medical leave, and other staffing absences. This position offers flexibility and the opportunity to work in a TYPE B Supportive Living Environment. 

JOB SUMMARY:
The Administrative Assistant is responsible for supporting the Site Leader and ensuring the smooth operation of the administrative functions within the Park Place Home. This will may include all or some of the following responsibilities depending on the size of the home and may be combined with another role in the home. This role involves welcoming visitors, managing financial transactions, handling calls and emails, and maintaining records. The Administrative Assistant plays a key role in promoting a positive working relationship with residents, families, and co-workers.
TYPICAL DUTIES AND RESPONSIBILITIES:
Duties and Responsibilities may include all or some of the following responsibilities depending on the size of the home and may be combined with another Job Title if applicable.
• Reception and Communication:
o Greets and welcomes visitors, confirms they are on the designated visitor list, and ensures they meet the proper policies and procedures.
o Answers, directs, and responds to phone calls and queries .
o Handles incoming and outgoing mail, orders office supplies, and manages the shipping and receiving of supplies.
Administrative Support:
o Puts together move-in packages and inputs Resident Move-in Data on PointClickCare (PCC) including contact information
Maintains accurate and current records, including resident and tenant statistics.
o Provides support for special events in the Home.
o Clerical duties including filing and word processing (e.g. typing minutes), sorting and distributing incoming and outgoing mail.
o Orders office supplies, including for printers, fax machines, photocopier, etc.
o Develops, updates and maintains all lists (e.g. emergency employee fan-out telephone list, Residents list).
o Books visitor’s suite as applicable, distributes and collects keys and collects, accounts for and deposits funds into bank.
o Other duties as required.
Financial Support:
o Responsible for Residents’ trust accounts; paying bills, requests for cash, reconciliation, bank deposits, statement electronic documentation.
o Billing of accommodation charges and other charges as per the Move-in agreement. May also support leadership and residents with move-in processes, paperwork and financial set-up.
o Receives cheques and/or cash payments and provides receipts.
o Prepares and mails monthly resident and tenant pre-authorized payment information slips.
o Prepares and mails annual tax forms and accommodation or rent change letters.
o Uploads and codes accounts payable invoices on Beanworks.
o Supports payments in the general store or tuck shop as well as for bus tickets and stamps
• Other Responsibilities:
o Participates in meetings, takes minutes, and assists with training programs.
o Arranges Tours and supports visitors to rout the building.
o Maintains strict confidentiality of information gained as a result of the employment relationship.
o Demonstrates an awareness of accident and injury prevention.
o Adheres to safe work practices and procedures.
o Promotes and fosters our positive workplace culture and workplace Health and Safety Program for a safe environment for co-workers, Residents, families, visitors, and volunteers.
o Responsible for maintaining self-wellness and reduced absenteeism.
o Promotes, encourages, and demonstrates excellent customer relations and consistently shows courtesy, caring, understanding, compassion, and respect for Residents, Families, Visitors, co-workers, and Volunteers.
o Performs other related duties as assigned.
QUALIFICATIONS AND EXPERIENCE:
High school graduation or equivalent; certification in health care office management preferred.
• Minimum of 2 years of recent related experience or equivalent combination of training and experience.
• Strong customer service skills and experience working with seniors preferred.
• Intermediate computer skills, including Outlook, Word, and Excel
• Prior work or volunteer experience working with seniors is preferred
• Equivalences may be considered.
SKILLS AND ABILITIES:
• Must be an individual who enjoys working in a fast-paced setting.
• Good verbal and written communication skills are essential.
• Must be able to maintain a high degree of accuracy under stress.
• Must have excellent time management skills and the ability to meet deadlines.
• Ability to communicate fluently in English, both verbally and in writing.
• Demonstrated organizational, communication, and conflict resolution skills required.
• Must be able to establish and maintain cooperation with all personnel and maintain harmonious relations with clients and families.
• Physical ability to carry out the duties of the position.
• Must be able to work in many varied stressful situations.
• Must be able to work independently and as part of a team.
• Ability to operate related equipment.
• Must have a Criminal Records check completed.
HEALTH AND SAFETY RESPONSIBILITIES:
• Responsible to read, understand, and comply with Park Place’s and provincially mandated Occupational Health and Safety policies and safe work practices.
• Involved in all aspects of the Health and Safety Program including:
o Uses safe work procedures.
o Promotes health and safety policy and awareness.
o Makes safety suggestions.
o Reads OHS minutes posted.
• Responsible to take every reasonable precaution to protect the safety of Residents, self, other employees, and the public.
• Reports any near miss, injury, accident, or equipment damage to supervisor immediately and completes required reports.
• Corrects and/or reports unsafe conditions.
• Sets a good example.
Physical Demands:
• lifting, walking, reaching, bending, pushing, standing, and sitting; sitting 70% (2-6 hours on average), standing 5%, walking 25%.In an average day, the employee spends 2 to 6 hours sitting.
• Lifts a maximum of 30 lbs.
• Must be able to manage stressful work situations with dexterity.
• Normal speech, vision, and hearing are necessary.

Current Administration Shifts:

• 8:00 a.m. to 2:00 p.m. (Monday to Sunday)
• 12:00 p.m. to 7:00 p.m. (Monday to Sunday)
• 9:00 a.m. to 7:00 p.m. (Weekends)

Position Details:

• Casual hours , No guaranteed hour, Coverage for sick days, vacations, medical leaves, and other absence, Additional shifts may become available based on operational needs.

Please apply only if you are seeking casual employment. This position offers flexible, as-needed hours to cover vacations, sick leave, medical leave, and other staff absences. There are no guaranteed hours.