Administrative Coordinator- Payroll & Scheduling

POSITION SUMMARY:

Reporting to the Admin Manager the Administrative Coordinator- Payroll and Scheduling provides confidential administrative support to the Site Director and other members of the management team. Central responsibilities include Payroll, Scheduling, Admin and Financial management. This position will be cross trained to provide Reception coverage when required. An ability to communicate effectively with staff, residents and their families is essential.

This position is a Full Time Temporary contract until May 2025 OR Until Incumbent returns

Timing- 10Am-6PM

POSITION RESPONSIBILITIES:

• Creates a 24-hour Daily Assignment for all departments, in alignment with the staff schedules.

Payroll Functions

• Enter and maintain employee data into the payroll system.

• Review employee hours entered into the payroll system on a daily basis.

• Establishes and maintains standard operating procedures (SOPs) for payroll and other processes.

• Maintains seniority lists.

• Monitor changes to employee benefit options and submit changes to applicable departments.

• Answer employee's payroll and benefit questions.

• Manages payroll systems effectively and efficiently, ensuring all the payroll codes are in sync with the Collective Agreement.

• Performs regular audits and checks within the payroll system.

Admin and Financial Management Functions

• Provide information and data as requested by other departments.

• Produce a variety of confidential documents for the management team members including correspondence, memos, and reports.

• Maintains a well-organized tracking system which includes the security of sensitive and confidential employee information.

• Ensures compliance with the Collective Agreement and organizational policies.

• May assist with Reception coverage when required.

• Maintains strict confidentiality with respect to payroll data and employee information.

• Order, track and maintain stock/inventory for medical/clinical supplies, work with the local team to arrange for site specific ordering needs. Oversee deliveries, the replenishment of supplies, and the maintenance of a clean and sanitary supply room in alignment with AHS standards and guidelines.

• Performs a variety of financial management duties such as preparation of financial reports, coding of invoices and monthly bank reconciliations.

• Processes deposits and completes weekly bank runs.

Scheduling Functions

• Creates and maintains rotational schedules for all departments, ensuring adequate staff coverage.

• In collaboration with department managers, maintains department schedules daily to cover sick calls, vacations, LOAs etc. following established facility Collective Agreement guidelines/procedures.

• Posts schedules and maintains posted schedules.

POSITION QUALIFICATIONS:

• Grade 12 required, plus successful completion of a certificate or diploma in a related field from a college or technical school preferred.

• High volume scheduling experience required with preference given to experience in a unionized environment.

• Experience processing medium to large payrolls.

• Proficiency with accounting procedures, reconciliation and bookkeeping preferred.

• Minimum of two to three years recent related experience.

• Class 5 drivers license required.

• Proficient in the use of varied word processing and spreadsheet software packages. Proficient on Microsoft Word, Excel and Outlook.

• All successful applicants must pass the vulnerable sector Criminal Record Check applicable to Provincial guidelines.

SKILLS AND ABILITIES:

• Excellent interpersonal skills and ability to effectively interact with the various individuals involved in providing holistic care in a flexible resident focused environment.

• Ability to process a high volume of data accurately and multi-task efficiently in a high paced environment.

• Ability to work effectively with multiple critical timelines.

• Demonstration of strong problem solving and customer service skills. Demonstrates responsiveness, flexibility, and efficiency in a dynamic environment.

• Ability to read, write and speak English proficiently and understand verbal and written instructions.

About SE Health

At SE, we love what we do. Every day, we bring hope and happiness to clients, homes, and communities across Canada. We treat each person with dignity and love, like our own family; we build empathy; and we do the right thing. We are always inspired to make a difference. As a not-for-profit social enterprise, we share knowledge, provide the best care, and help each client to realize their most meaningful goals for health and wellbeing. We are an inclusive workplace offering competitive pay, benefits, pension, and work life balance. We're a great place to work, and we hope you'll join our team.

In the interest of the health and safety of our patients/clients, employees, and greater good of public health, SE Health requires those that wish to work for this organization to be fully vaccinated against COVID-19. Fully vaccinated means a person has received both doses of the COVID-19 vaccine and it has been 14 days since the last dose.

SE Health is committed to the success of all its employees. If you feel you need accommodations because of illness or disability, please do not hesitate to contact the Talent Acquisition team at careers@sehc.com at your earliest convenience