Office Coordinator/Payroll Clerk

Woodland Villa


Secondary School Diploma.

Certificate or diploma in Office Administration is an asset.


Experience in office routines is essential; filing, payroll, general bookkeeping skills.

Demonstrated knowledge and experience using Microsoft Word and Excel.

Job Performance

Prepare bi-weekly payroll, maintain payroll records, and prepare bi-weekly staffing reports. Receive and respond to staffing inquiries regarding payroll.

Administer group benefit and pension plans. Ensure appropriate enrollment, verify invoices and ensure appropriate payroll deductions. Submit monthly invoices to home office for payment.

Distribute and receive applications for employment.

Liaise with visitors to the home, interpret and promote the services of the home and assist with tours for new applicants/visitors as directed.

Liaise with residents/responsible parties regarding payment of accounts and other inquiries. Follow up on delinquent accounts in accordance with home policy.

Prepare monthly billings for resident’s accommodation and other changes. Ensure that approval for all charges above standard ward accommodations are approved in writing by the resident for his/her representative.

Collect payments from residents/responsible parties. Prepare and make bank deposits.

Maintain current records of resident trust accounts in accordance with established policies and procedures.

Submit all invoices to head office for payment.

Conduct or assist with the following duties as required or directed:

  1. Management of telephone inquiries and appropriate referral of calls
  2. Telephone contact with family members
  3. Booking resident appointments and/or transportation as required
  4. Thinning current clinical records
  5. Organizing closed clinical records and completing closed record audit
  6. General filing of resident records
  7. Typing and other clerical duties
  8. Assist with staffing and scheduling related matters
  9. Prepare resident admission packages
  10. Schedule and provide tours of the home
  11. Prepare staff orientation packages
  12. Maintenance of resident census lists
  13. Maintenance of leave of absence records

Maintain office and filing systems in an organized fashion.

Ensure the availability of required office supplies and monitor office equipment to ensure that it is maintained in a good state of repair.

OMNI is committed to offering accommodations to applicants with disabilities wherever possible. If you require assistance or accommodation during the application or hiring process, please contact us at:, phone 705-748-6631, or by fax 705-742-9197.

Applicants must be permanently eligible to work in Canada upon hire. Proof of eligibility for permanent roles may come in the form of a Canadian birth certificate, Canadian passport, Canadian citizenship certificate, permanent residence card, or Confirmation of Permanent Residence document.

OMNI welcomes direct applications form individuals seeking employment through Omni’s website but does not recognize Recruitment Agencies or Services.

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