Administrative Clerk
Donwood
Winnipeg, MB
Donwood Manor is a non-profit, faith-based organization dedicated to quality healthcare and

housing for seniors. We are seeking a compassionate, energetic, innovative professional to join

our organization, providing a rewarding and challenging opportunity. Full time permanent

position, 7.50 hours per day/1950 hours per year, Monday to Friday.

POSITION SUMMARY

Reporting to the Director of Finance and Administration, the Administrative Clerk is a diverse position

with a variety of tasks requiring a high degree of enthusiasm and attention to detail. This role serves as

the primary customer service contact for residents, tenants, families and vendors of the Donwood

organization and office administrative support for the Donwood business entities. In addition, this role

provides support for staffing coverage in areas including payroll and accounting. In accordance with

the mission, vision and values of Donwood Manor Personal Care Home, this position functions within

a multi-site organization that is committed to caring for seniors across the continuum of housing and

health services.

QUALIFICATIONS

 Post-secondary degree or diploma in Business Administration or related field;
 Previous experience in a healthcare setting in scheduling, administrative roles;
 Basic bookkeeping experience or related education an asset;
 Excellent interpersonal, oral, written and presentation skills;
 Ability to work in a fast-paced environment with frequent interruptions
 Proficient use of computers including Microsoft Office suite;
 Graphic design skills and website management an asset;
 Accuracy, organizational skills and ability to work with minimal supervision;
 Demonstrated ability to handle fluctuating workload and ability to prioritize;
 Knowledge and familiarity with the German Mennonite culture and community an asset;
 Familiarity of long-term care an asset.
SCOPE OF RESPONSIBILITY

Person-Centered Work Practices:
In all activities, the Administrative Clerk ensures that services are framed by the resident/tenant

perspective to reflect Donwood’s mission of caring for seniors with respect, dignity and Christian

values.

Office Administrative Functions:
 Complete various receptionist roles including answering phone/in-person inquiries, mailings,
couriers, photocopying, postage meter updates, filing, shredding;

 Coordinate and schedule room bookings; Prepare and process guest suite bookings including set-
up and invoices;

 Manage and operate cash register for all pertinent cash transactions, including petty cash
reimbursements;

 Prepare and distribute outgoing accounts payable cheques;
 Manage office supplies (ordering, receiving, inventory maintenance);
 Maintain current Resident/Tenant contact lists for all Donwood sites (PCH, EPH, Donwood South,

Donwood West, Valhalla Cove);

 Maintain supply of brochures and re-stock brochure displays;
 When necessary, supplying and receiving information to and from the Board Members;

 Circulate memos and other communication per ‘Circulation Lists’;
 Distribute and record employee parking passes;
 Assist with new employee set-up (handout of entry fobs, photo ID, etc.);
 Ensure administration office opening and lock-up routines are completed
 Maintain a current ‘Administrative Clerk Information Binder’ that accurately reflects the complete

job duties of the Administrative Clerk position.

Financial Administration and Payroll Support:
 Prepare staff meal charge spreadsheet for bi-weekly payroll;
 Provide support to payroll processing including data entry;
 Maintain purchase order (PO) system, including distribution and management of PO books, filing,

tracking and matching of outstanding POs;

 Process and distribute monthly resident trust statements;
 Complete Manitoba Health’s resident daily rate verification reports;
 Prepare bank deposits;
 Process (input) new accounts payable vendors in accounting system;

 Assist the Accounting Clerk with the following duties:
o Set up new residents and tenants in accounting software (name, suite/bed number, phone
number contacts (if applicable) and daily or monthly rates);

o Update residents’ leave status in accounting system for hospital visits;
o Change daily rates annually per MB Health published rates and obtain supporting income

documentation for residents;

o Process routine financial transactions for all Donwood residents/tenants, i.e. receipt of
payments on account, hairdressing, and other petty cash expenditures in accounting

software;

o Prepare and submit pre-authorized rent payment files to the bank;
o Process miscellaneous bank EFT/PAD files;
o Monitor PCH trust accounts and contact financially responsible person when account has

been overdrawn to arrange for immediate top-up;

o Process vendor invoices, ensuring P.O.’s are completed and matched to invoices;
o Print cheques after batches have been approved by the Director of Finance and

Administration;

o Provide assistance as needed for lease preparation and/or rent renewal for all Donwood
tenants.

Medical Records Support

 In collaboration with administrative staff, complete admission/discharge resident records for
residents/tenants;

 Assist with maintenance of resident/tenant files;
 Coordinate organizing of files in central files and archives (annually).

Other:
This is an out of scope position. The work location is at Donwood Manor Personal Care Home.

Schedule of work requires flexibility and may include some evening and weekend hours depending on

work flow. Workload demands may also require flexibility to meet fixed deadlines. Other duties as

assigned.

Applications should be sent to: career@donwoodmanor.org

Or in writing to reception at 171 Donwood Drive; Or faxed to 204-663-5429.

Deadline is 9:00 a.m. Tuesday, January 29, 2019.