Administrative Assistant

 

Description:

The Administrative Assistant for St. Anne’s Place renders a range of services pertaining to

the coordination and operation of the administrative, financial and bookkeeping functions
of the program. General clerical coordination includes typing, filing, photocopying,

stationary control and receptionist duties. Financial and bookkeeping duties include the
preparation, recording and maintenance of all tenant, program financial records and
payroll submissions for St. Anne’s Place. In addition, the Administrative Assistant ensures

that the established accounting requirements and practices are implemented in
accordance with LOFT Community Services policies and procedures. This position requires

an individual to have highly developed computer and bookkeeping skills, the ability to
follow through independently on assigned projects, have a good understanding of social
services especially in regards to older adults and seniors with special needs, display a high

degree of organizational skills along with a high level of maturity, tact and the ability to
relate effectively to people at all levels. This position also has a high degree of interaction

with tenants and the ability to communicate in Portuguese is preferred.

WHAT YOU WILL DO:

1. Reception

a. Answer the telephone and provide appropriate information to callers regarding St.
Anne’s Place.

b. Direct calls to the appropriate personnel.

c. Through the telephone system, answer and release security lock on the front door.
d. Greet all visitors and provide them with appropriate information as to their needs

and requests.
 

2. Secretarial

a. Type correspondence, reports, minutes, schedules and other materials for the
Program Director, supervisory and other staff, if required.

b. Open and distribute all incoming mail in a timely fashion.
c. Preparation and upkeep of all program records (i.e. Correspondence, files, filing

system etc.) in an organized and up-to-date fashion.

d. Ensure that all office equipment is in good order and properly maintained.
e. Maintain stationary supply levels and place orders accordingly.

f. In liaison with the Program Director, ensure inventory of form letters, general
forms, program information, manuals and mailing lists are maintained.

 

3. Financial/Bookkeeping
a. Prepares, records, and maintains accurate records of tenant accounts, including

tenant contributions, Public Trustee billings/incomes, government agency billings
and other revenues and expenditure recoveries. This includes monthly invoicing

for accommodation fees, additional meals, medication billings etc. Advises the
Program Director of non-payment of accounts or discrepancies to determine the
approach for collecting outstanding accounts receivable.

b. Prepare and disburse petty cash; monitors all receipts and allocates to the
appropriate accounts. Supervision of the petty cash and TTC cash boxes on a daily

basis.
c. Sell meal and guest meal tickets; record all transactions and ensure the timely

deposit of monies to the appropriate account.

d. Coordinate and complete all banking functions pertaining to the program as
required.

e. Monitor and prepare revenue from the vending machines, Tuck Shop and
Emporium sales for bank deposit.

f. Collect, record, and deposit rental payments in a timely fashion.

g. Prepare staff payroll submissions as required.
h. Receive and check that supplier invoices are legitimate and forwarded to the

appropriate staff personnel for authorization. Once authorization is received,
forward to LOFT Community Services in a timely fashion to meet specific discount
periods and accounting deadlines. Maintains invoice/warranty files for purchases,

where applicable.

i. Complete all required accounting documentation (i.e. Rental Summary Form,
Rental Arrears Form, Rental Supplement Forms etc.) in a timely fashion and

forward to the Program Director and LOFT Community Services Financial Services.
j. In liaison with the Program Director, complete all required Rent-Geared-To-Income

forms, calculations, letters, and maintain tenant RGI files.
k. On a bi-monthly basis, label and distribute staff time cards. Complete payroll for

the Personal Support Worker department, when required.

 

4. Work with Tenants

a. Provide social/emotional support to tenants, as required.
b. Assist with social/recreational programs for tenants, as required.

c. Assist and deal with the day-to-day questions and general concerns/needs of the
tenants.

d. Assist with completing Work Orders for tenants.

 

5. Other Responsibilities

a. Schedule and provide tours to perspective tenants.
b. Report any situation which could be of a serious nature regarding St. Anne’s Place

and/or the tenants to the Program Director and/or their delegate.

c. Follow all Fire Procedures and assist in any emergency situation, as needed.
d. Other responsibilities as delegated by the Program Director or their delegate which

pertain to the administrative and bookkeeping functions of St. Anne’s Place.