Administrative Assistant

At Oakwood Park Lodge we embrace and celebrate the process of aging by providing quality long term care that is adapted to each of our unique and special residents. Our goal is to make each resident feel welcomed and at home. We encourage and promote living each day to its fullest with inspiration and opportunities. We provide all levels of care for persons with physical, cognitive and social disabilities.

We are currently seeking a energetic, compassionate, and resident-focused Administrative Assistant to join our dynamic care team. This role will begin at Oakwood Park Lodge and transition to our brand new long-term care home Oakwood Manor in 2026

JOB SUMMARY

The Administrative Assistant is responsible, as directed by the Administrator for the coordination of office services; liaison with departments, head office personnel, health professionals, health care facilities, with administrative services.

PERFORMANCE REQUIREMENTS

Under the direction of the Administrator, undertakes or assists with the following:

• Maintaining established system of management reporting and internal control.
• Ensuring that accurate and complete documentation of office procedures are maintained.
• Liaising with supervisors, Ministry of Health officers, social workers, clergy, residents and families/responsible parties.
• Typing minutes, reports and forms for the Administrator.
• Filing for the Administrator.
• Receive and sort mail into appropriate department boxes.
• Transfer time records to payroll input records.
• Complete payroll input records and submit to head office bi-weekly for payroll. ; MANAGE GROUP BENEFIT ACCT
• Complete and record bank deposits daily or as required.
• Do bank deposit daily or as required.
• Management of resident trust accounts including reconciliations, agreements and statements
• Reconcile the daily trust float daily
• Assist with financial sections of the admission agreements and maintain resident business files
• Complete ERRISA procedures for residents and assist families with applications if needed
• Responsible for maintaining stamp machines.
• Prepare Insurance (ex: Greenshield) forms and applications and submit.
• Payroll procedures; raises, separation forms, terminations and new hire.
• Assist with quality improvement, risk management and Occupational Health and Safety activities.
• Assist with MOH visits as requested.
• Assist with accreditation preparation.
• Assist each department to maintain sick and absent records on all departments.
• Assist with updating and revising of policy and procedure manuals if requested.
• Assist to manage AR including sending out of invoices. Tracking of outstanding accounts and collection calls to secure payments.
• Manage and review direct withdrawal (DWD) verification monthly

QUALIFICATIONS

Business Administration or Accounting Diploma/Degree required. Knowledge of payroll, accounts receivable and payable.

• A sound knowledge and background in accounting, payroll, accounts receivable, accounts payable and trust accounts management. A thorough knowledge of the requirements of the LTCHA and regulations, Ministry of Health Directives and other pertinent Provincial and Municipal Statutes, which influence the operation of the home. Familiarity with organization functions, policies and procedures of LTC homes as they relate to management. Competency with computer and office programs required.

To apply for a position please submit your resume through Indeed.

Conmed Health Care is an equal opportunity employer. We abide by the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations for job applicants with disabilities are available on request throughout the recruitment process.

Job Types: Full-time, Permanent

Pay: $48,000.00-$60,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person