Job Description
Staffing and Finance Clerk Location Kemptville, ON :
The Kemptville District Hospital is seeking a permanent full-time Staffing and Finance Clerk. The successful candidate will play a critical dual role in ensuring the smooth operation of Kemptville District Hospital's staffing and financial functions. This position is essential for maintaining optimal staffing levels across all hospital services while providing comprehensive financial support within the Finance Department.
Why should you work at KDH?
- Excellent benefits with medical, dental and vision plans
- HOOPP Pension program
- Recognition programs
- Long service awards
- Employee discounts through corporate partnerships
- Small rural community hospital with a wide variety of services that has a big impact on regional programs
- Kemptville is home to multiple elementary and high schools within the Public and Catholic school boards (English and French)
- 20 minutes south of Ottawa on the 416 going against traffic = easy commute
- Rural living with all the amenities of city life
- Affordable parking ($6/day, or $25/month)
The successful candidate will share our commitment to Patient and Family Centred Care and possess the following qualifications and experience:
- Requires an Accounting Diploma/Certificate (minimum 2-year program) from an accredited college or Business Diploma/Degree, or equivalent work experience;
- Requires 3 years of staff scheduling experience in a unionized environment required (preferably with ONA, OPSEU, IUOE);
- Requires 2 years of experience in a financial clerical role or similar office operations;
- Preference for previous hospital experience;
- Strong knowledge of computerized staffing software (preferably UKG) and finance software, including accounts receivable/payable, payroll and accounting;
- Requires strong computer skills (Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Crystal Reports, Virtuo MediSolutions);
- Ability to learn new software and technology;
- Ability to work independently;
- Excellent verbal and written communication skills;
- Strong organizational skills, with the ability to manage multiple tasks and maintain attention to detail in a high stress environment.
- Flexible with working hours, including early morning shifts (6:00am starts).
Key Responsibilities:
The individual in this role will manage complex scheduling requirements, uphold collective agreements, and ensure the accuracy of payroll processes to ensure employees are paid on time and on schedule without errors. Concurrently, they will handle accounts receivable and payable, process invoices, and maintain detailed financial records. The ideal candidate will demonstrate exceptional organizational skills, a keen eye for detail, and the ability to work collaboratively within a multidisciplinary team to support the hospital's mission and commitment to patient and family-centered care.
Staffing Clerk Duties
- Create, maintain, alter, and archive schedules for all hospital departments.
- Operate within hospital collective agreements and non-union policies to provide appropriate staffing levels.
- Work closely with managers to determine staffing priorities and availability.
- Find replacement coverage for absences, time-off requests, and illnesses.
- Allocate staff based on skill sets, unit needs, and independent judgment.
- Maintain the automated scheduling system and all associated employee time records.
- Maintain computerized records on relief staff, including contact information, availability, work area suitability, and hours worked.
- Post and maintain electronic and manual time and pay records for hospital employees.
- Assist in resolving payroll issues.
- Inform the appropriate manager of staffing needs.
- Conduct administrative duties related to the staffing process.
- Collect and compile workload statistics and reporting information.
- Develop and provide reports within the scheduling system as required.
- Perform clerical duties such as answering phones, responding to emails, scheduling meetings, and maintaining files.
- Participate in departmental and corporate meetings, providing input on staffing issues.
Finance Clerk Duties
Accounts Receivable:
- Generate, distribute, collect, and allocate payments for invoices.
- Monitor customer/patient account details for non-payments, delayed payments, and other irregularities.
- Research and resolve payment discrepancies.
- Maintain accounts receivable customer/patient files and records.
- Follow procedures for processing receipts, cash, and credit card payments.
- Prepare and submit insurance claim forms and OHIP account forms.
- Complete bank deposits and associated month-end closing tasks.
- Communicate with customers to resolve inquiries.
- Handle general office duties related to accounts receivable.
Accounts Payable:
- Assist with invoice coding, reconciliation, and entry into the Accounts Payable system.
- Perform monthly duties to close accounts payable transactions and export information to the General Ledger.
- Process payments and EFTs following KDH signing authority and procurement policies.
- Maintain vendor contact lists and ensure good standing with vendors.
- Prepare reports and analysis for accruals and maintain records for HOCC and AFA programs.
Payroll:
- Assist with bi-weekly payroll processing using the in-house payroll system.
- Ensure employees are paid on time and on schedule without errors.
- Maintain payroll information confidentially.
- Key data from timesheets into MediSolution and process vacation banks upon request.
- Reconcile and submit monthly census to the MOHLTC.
- Submit and analyze employee-related taxes, benefits, leaves, and other government requirements.
- Update MediSolution with employment standards, yearly rates, and union contracts.
- Perform payroll year-end close and open new pay periods annually.
- Handle vacation pay and other requests as needed.
- Generate payroll reporting and analysis as required.
Health and Safety
The Staffing and Finance Clerk will protect their own health and safety by working in compliance with:
- The Occupational Health & Safety Act (Section 28)
- Safe work practices (ie, use of personal protective equipment)
- Policies and procedures as established by the Hospital.
The Staffing and Finance Clerk will attend hospital Health & Safety in-services, when provided, and will report any unsafe conditions/procedures to their immediate manager.
Support Client / Patient Safety by:
- When client safety is affected or identified as a risk, reports the matter to the area manager and fully participates in determining root causes. Participates and supports change processes so the incident will not occur again.
- Suggests and supports changes when the potential to impact client safety exists. Provides constructive feedback for any implemented changes to processes to ensure effectiveness and elimination of client safety risks.
- Promotes a safe and comfortable environment. All healthcare providers should feel safe and comfortable asking questions or discussing the client's needs and best interests. Everyone should feel equally responsible for the client's safety and care.
- Participates in multidisciplinary communication by communicating knowledge and sharing experiences that are geared toward minimizing the risk to patient safety.
- Utilizes any available resources and tools that are aimed at minimizing the risk to client safety.
Start Date: As soon as possible
Job Types: Full-time, Permanent
Pay: From $30.37 per hour
Expected hours: 37.5 per week
Benefits:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care
Schedule:
Work Location: In person
Job Tags
Hourly pay, Weekly pay, Remplacement, Permanent employment, Full time, Relief, Work at office, Immediate start, Monday to friday, Flexible hours, Day shift, Early shift,