Job Description

Hours of work: Mon - Fri 8:30a - 4:30p flex (75 hours biweekly)

Specific responsibilities:

1. Collaborate with trustees and review client revenue and finance reports to ensure accuracy and compliance.
2. Monitor financial records through Sage reports to ensure client accounts remain current and follow up on any outstanding balances.
3. Support clients in managing their personal budgets, including planning for outings and ensuring responsible use of funds.
4. Purchase approved client items, including cigarettes and alcohol, in accordance with organizational policies and procedures.
5. Oversee monthly bistro and hygiene top-ups for clients on the 15th of each month.
6. Manage laundry card services, including loading funds and creating new cards for new client admissions.
7. Coordinate the ordering, pickup, preparation, and distribution of client spending funds.
8. Ensure admission and termination documentation is completed and submitted to Accounts Receivable (A/R) and Accounts Payable (A/P).
9. Communicate with trustees and guardians regarding updates or changes to client financial matters.
10. Supervise Administrative Assistants by approving timecards and leaves of absence (LOAs).
11. Provide coaching and performance management and support quarterly goal setting and staff development.
12. Serve as a liaison between the administrative team and site leadership to support administrative processes and operational alignment.
13. Collaborate with the multidisciplinary team to support operational problem-solving related to non-clinical matters.
14. Coordinate volunteer engagement to assist clients with annual tax preparation.

Requirements:

1. Post-secondary education in Business Administration, Office Administration, or a related field.
2. Minimum of 3+ years of administrative or office management experience, preferably in a healthcare, social services, or nonprofit environment.
3. Experience working with financial software or accounting systems (e.g., Sage) and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
4. Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
5. Excellent communication and interpersonal skills.
6. High attention to detail and accuracy in maintaining financial records and documentation.
7. Ability to work independently while supporting team collaboration.
8. Satisfactory criminal record check.