Timekeeper/office Clerk

1. Provides reception services such as operating a multi-line switchboard or phone, enters information into a computer system and ensures information is current and accurate; makes adjustments to information, as needed.
2. Answers/directs incoming calls for staff, takes messages, answers routine inquiries and provides information of a general nature regarding Home Support; receives visitors and refers visitors to the appropriate area, as required and assists with arranging client appointments; contacts other agencies to obtain information as required.
3. Types material such as correspondence, reports and documents utilizing various computer software and computerized systems by inputting client information, maintaining registers and typing from handwritten draft or general instruction; prepares various information/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the client and/or family.
4. Collects data from various sources, inputs data and information into relevant computer system and updates records as required; gathers, compiles, and retrieves information as required and prints related reports.
5. Performs a variety of related clerical such as sorting and filing verification sheets and mileage forms; identifies and resolves related discrepancies such as errors in timesheet calculations and identifying information; refers complex issues to the Manager or designate.
6. Sets up timekeeping periods for payment purposes, enters information into a computerized system and forward information to Payroll for processing.
7. Receives timesheets from home health staff; checks legibility and completeness of information; locates and corrects errors and omissions.
8. Reconciles total hours worked by each employee to total hours scheduled for each employee; follows up on discrepancies In hours reported.
9. Receives Billing Summary Report (BSR) and reviews each client against payroll timesheets; compares home support worker timesheets to BSR and makes adjustments as appropriate.
10. Sets up and maintains the client and administrative filing system, according to established policies and procedures by creating and labelling files, developing forms, indexing materials and filing.
11. Operates office equipment such as photocopiers, shredders and fax machine; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance requirement the Manager, or designate.
12. Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup, as required; signs for receipt of packages and shipments.
13. Maintains levels of stationery, office supplies and resources according to predetermined levels by photocopying, completing requisitions for signature and forwarding approved requisitions to appropriate personnel.
14. Coordinates off-site storage of records and archives; maintains records of what is stored off-site, completes necessary paperwork, and arranges for records to be shipped to off-site storage, as required.
15. Performs other related duties as assigned.

Qualifications

Education and Experience

Grade 12, an Office Administration certificate and one (1) year recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to communicate effectively, both verbally and in writing.
• Physical ability to carry out the duties of the position.
• Ability to work independently and in cooperation of others.
• Ability to operate related equipment.
• Ability to organize and prioritize.
• Ability to type 50 wpm.
• Business writing skills.
• Knowledge of general office procedures.
• Ability to establish and maintain rapport with clients.
• Knowledge of medical terminology.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka'pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health's hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.

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