Administrative Clerk – Pinecrest – Kenora, ON

Deadline to Apply – May 8, 2026

Job Title: Administrative Clerk

Reports To: Director of Finance

Location: Kenora ON (District of Kenora Home for the Aged, Pinecrest Home)

Job Type: Full-time, Non-union

Salary Grid: Grid 9 non-union, $26.36 to $31.63 ($54,828.80 to $65,790.40)

Job Summary:

The Administrative Clerk provides comprehensive administrative support to the leadership team of the long-term care home. This role has a strong focus on minute taking during meetings. The successful candidate will ensure that documentation, communications, and financial records for accounts receivable are accurate, confidential, and in compliance with applicable legislation.

Key Responsibilities:

Clerical and Administrative Duties:

• Assist the CEO and Managers with clerical and administrative tasks.
• Preparing, editing and distributing reports, memos, or meeting materials and supporting documents within required timeframes.
• Schedule and coordinate meetings, appointments or events.
• Set up meetings rooms as required (e.g. Laptops, zoom log in, packages)
• Organizing files and documentation.
• Performing data entry or document scanning as needed.
• Attend and accurately record minutes for various meetings, including interdisciplinary team, committee (e.g., Infection Prevention and Control, Quality Improvement, Behavioral Support, and Resident Council), and staff meetings.
• Maintain organized digital and paper filing systems for all administrative records.
• Draft and proofread correspondence, reports, and memos as required.
• Prepare letters (e.g. Letters of acceptance, donation letters) for Management signatures.
• Handle confidential information with discretion.
• Orders office supplies for Departments.
• Generate reports as required by Management.
• Assist in audit requests and provide documentation in support of financial audits or Ministry of Long-Term Care inspections.

Accounts Receivable Support:

• Review daily admission, discharge, and room changes to ensure billing accuracy.
• Liaise with placement coordinators and families to ensure proper documentation and funding applications are in place (e.g., co-pay, rate reductions).
• Enter resident billing information and updates into financial systems.
• Prepare and process resident billing, statements, and invoices for resident care services, accommodation fees and other charges in accordance with Ministry of Long-Term Care guidelines.
• Post resident payments and reconcile accounts monthly.
• Assist residents, families and external stakeholders with billing inquiries, payment plans and trust accounts.
• Ensure timely collection of receivables and monitor overdue accounts and follow up on outstanding balances in line with organizational policies.
• Prepare year-end resident tax receipts.
• Prepare monthly accounts receivable reports for management review.

Additional Responsibilities:

• Support other administrative functions such as answering phones, greeting visitors, and providing front desk coverage when needed.
• Participate in training and meetings related to finance or regulatory compliance.

• Support other departments on an as-needed basis to ensure smooth daily operations.
• Provide administrative support during audits, inspections, or staff meetings.
• Provide backup support for other accounts receivable staff as needed.

Key Skills and Qualifications:

• Education: High school diploma or equivalent. Post-secondary education in office administration, business administration or related, would be preferred.
• Experience: 1-2 years of experience in a similar administrative or secretary role, preferably in a healthcare or long-term care setting.

• Technical Skills: Demonstrated proficiency in minute taking and professional document preparation. Knowledge of accounts receivable processes and billing systems. Strong proficiency in Microsoft Office (Word, Excel, Outlook). Knowledge of healthcare billing practices and funding sources (e.g., ODSP, OHIP).
• Soft Skills: Excellent communication, organization, and time management skills. High level of accuracy and attention to detail. Ability to manage sensitive and confidential information appropriately. Ability to communicate effectively with residents, families and staff, and teamwork skills.

Additional Requirements:

Ability to maintain confidentiality and handle sensitive information. Ability to work under supervision, ability to work under deadlines, may occasionally require attendance at early morning or late afternoon meetings, experience in a long-term care or healthcare facility is an asset.