Temporary Part-time Administrative Assistant

County of Elgin; Southwestern Ontario; On-site; CAD 30,000 - 60,000; Part time

Job summary

A regional government entity in Southwestern Ontario seeks a part-time Administrative Assistant for a 12-month contract. The candidate will perform various administrative tasks, including managing resident admissions and financial records, while ensuring compliance with policies and procedures. A recognized Office Administration diploma, along with excellent organization and communication skills, is required. The role is crucial for supporting the Homes and Senior Services department in a busy environment.

Qualifications

• Completion of a recognized post-secondary Office Administration diploma.
• Experience in processing Ministry of Long-term Care rate reduction applications is preferred.
• Strong ability to work within various computer applications.
• Experience in creating and maintaining complex schedules.
• Ability to maintain confidentiality and professionalism in a multi-functional department.

Responsibilities

• Provide information during the admission of new residents.
• Co-ordinate financial support and ensure accuracy of records.
• Maintain accurate timekeeping and payroll records.
• Monitor comfort trust accounts and transactions.
• Prepare agenda and minutes of health and safety meetings.

Skills

Office Administration skills

Interpersonal skills

Excellent organization

Written and verbal communication skills

Confidentiality maintenance

Education

Office Administration diploma

Tools

Laserfiche

Point Click Care (PCC)

Staff Schedule Care (SSC)

Job description

Join the County of Elgin as an Administrative Assistant!

Position Title

Administrative Assistant

Type

Part‑time, Non‑union, 12‑month Contract

Compensation

$31.45 - $36.79 per hour ($57,238.83 - $66,960.71 per annum)

Vacancy

Existing vacancy

About the Role

The County of Elgin has a vacancy for a Temporary Part‑Time Administrative Assistant within our Homes and Senior Services department at Bobier Villa in St. Thomas. This position performs a range of administrative duties under the direction of the Homes’ Administrator.

Responsibilities

• Admission of New Residents: Provides necessary information during process of admitting new residents.
• Co‑ordinates the financial support on behalf of the residents, including providing the necessary services with the residents and their families for income tax purposes.
• Meets with families on annual basis to update admission agreement and apply for a new rate reduction for residents.
• Timekeeping/Scheduling/Payroll Duties: Maintains accurate records and provides the Human Resources Department with changes regarding staff.
• Records and/or reviews hours worked (union and non‑union), overtime payments required, shift premium eligibility, eligibility of statutory holiday pay, vacation hours taken.
• Complete and monitor changes to departmental schedules to ensure compliance with collective agreements, County policies and procedures as well as applicable legislation.
• Resident’s Comfort Trust Duties: Transacts net deposits/withdrawals of residents’ comfort trust accounts on monthly basis.
• Posts all transactions of deposit and withdrawal regularly into the database to ensure an accurate record of comfort trust funds.
• Balances the accounts monthly, including petty cash twice a month – forwards summary and monies to Financial Services.
• Prepares the month end trust sheet with deposits and withdrawals data and forwards same to Financial Services for banking.
• Acts as a cashier for petty cash, trust accounts, main deposits and ensures appropriate receipts are maintained.
• Accounts Payable Duties: Checks vendors’ invoices for accuracy.
• Answers all inquiries from companies pertaining to accounts payable at facility and refers appropriate questions to the Finance department.
• Provides department heads with any information required concerning accounts payable.
• Stamps and codes invoices and forward them to financial services for processing.
• Health and Safety: Prepares agenda/summary/minutes of various meetings including: JHSC meetings, general departmental staff meetings, etc.
• Provides clerical support for Managers including but not limited to preparation of correspondence, filing, general front office reception duties, records management, office supply inventory and replacement, etc.
• Performs other duties as requested and assigned.

Qualifications

• Completion of a recognized post‑secondary Office Administration diploma.
• Experience processing Ministry of Long‑term Care rate reduction applications is preferred.
• Experience in creating and maintaining complex schedules, processing timesheets, processing accounts payable and receivables along with a strong ability to comprehend and work within various computer applications including Laserfiche, Point Click Care (PCC), and Staff Schedule Care (SSC).
• Proficiency in office procedures, business machines, etc.
• Excellent organization, interpersonal skills, written and verbal communication skills.
• Ability to maintain confidentiality, composure and professionalism working in a hectic, high traffic and multi‑functional department is a must.

Conditions Of Employment

• Current Criminal Record Check with Vulnerable Sector Screening that is satisfactory to the County of Elgin.
• Satisfactory 2‑step Tuberculosis (TB) screening documentation.

Apply now!

To be considered, please complete the application process through our website https://www.elgincounty.ca/careers/.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

The County of Elgin is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the company will provide accommodation throughout the recruitment, selection and/or assessment process to applicants with disabilities. Please inform the HR Department of the nature of any accommodation(s) to ensure your equal participation by emailing [e-mail] with the job title in the subject line.

We thank all those that apply and appreciate your interest. Only those applicants selected for an interview will be contacted.