2021-02-16_sdaoust_Sandra job .docx

Sandra – Operations Manager

Billing – weekly approx: 1 to 1.5 days total

Entering all CM visits into billing (could be done by CM/Scheduler)

Entering all new clients in QB

Clean up and de-activation of clients in QB

Verify Ubers and determine what is billed. Enter billed amounts into CC. (could be delegated to someone)

Coordinating the finalization of billing with CMs and schedulers

Review of billing, finalizing and exporting of weekly invoices.

Adjustments of invoices as needed (Cheque Emploi, billing errors, credited shifts, etc).

Email out invoices to clients (ensure proper method of payment is references on invoice, proper template is used)

Separate all CIUSS invoices (need to be split by type of service)

Enter and process and EFT transactions

Enter and process all credit card transactions

Follow-up on cards or EFTs that are declined

Track and follow-up on e-transfer payments. Send out late notices to those who haven’t sent in payments.

Answer all questions relating to invoicing (copies of invoices, paid receipts, reports, statements, etc.)

Send out statements to residences every month.

Send EFT report to Tim/Timothy

Payroll/Caregiver Management – weekly approx. 4-8 hrs, on payroll week approx. upwards of 2 days (more if it’s a stat pay)

Enter all new employees into Ceridian

Updating caregiver/employee files in Ceridian

Start up the caregiver checklist and populate the payroll info there (could be passed to HR)

Coordinate and finalize payroll with schedulers

Finalize and export payroll

Do all manual adjustments (Live-In, other income, cheque emploi)

Calculate and manually enter all stat payments (for stat holidays)

Prepare ROEs

Finalize and submit payroll

Send out ROEs to employees and upload their copy to CC (could be delegated)

Send out first pay stub and ePost instructions to new hires (part of this could be delegated – I still have to extract the pay stub).

Send pay stub to a few employees who just can’t get ePost (there are currently 3 that I send each pay). (part of this could be delegated – I still have to extract the pay stub).

Send out VRSP email to new hires (could be delegated)

Track and follow-up on who is enrolled in ePost

Track and follow-up on expired SINs

Answer payroll questions from caregivers (vacation, hours, rates, etc.)

Send out pay stubs and manage ePost issues

Send out tax forms at year end

Adjust caregiver and employee salaries as needed

Manage and answer all government employment verifications and information requests.

Prepare pay periods per year (could be delegated)

Liaison with CNESST regarding employee claims (could be delegated to Joey)

Handling Service Canada employee phone calls (could be delegated to Joey)

Put together info needed to populate employee work letters

Management of HR Manager

Have weekly one-on-one meetings

Follow-up on development and issues with HR and recruitment

Make decisions on HR issues that might arise

Review KPIs with HR Manager (profit margins, caregiver rates, missing staff, caregiver fails, etc.)

Annual review

General Management

Manage and post the on-call schedule (make changes as needed)

Manage emergency replacements for weekend coverage in the office

Track and manage office staff vacation and sick days.

Update the shared calendar with who is in/out

Manage office schedule for statutory holidays

Company organizational chart

Manage office staff birthdays and anniversaries

Collaborating to train new office staff

Participate in interviews and hiring of office staff

Write up various memos and employee notices

Help to manage any office issues (decorum, conflicts, etc.)

Answer internal staff questions about vacation pay, office structure, etc.

Miscellaneous tasks

Proof reading as needed

Translation as needed

Purchase office supplies, coffee, organize water delivery for office (could be delegated)

Sending out miscellaneous emails to caregivers/office staff

Participate in on-call rotation

Various projects for Tim/Timothy as needed

Helping to coordinate office events (caregiver events, orientations, office events, etc.)

Client management:

Send out new procedures and copy of contract (could be given to CMs)

Prepare client statements or letters as requested

Prepare various guidelines/procedures:

Covid guidelines

Employee manual

Internal office procedures/decorum/guidelines

Intake calls

Taking French and English intake calls and follow-up

1%  training

Keep track of all new hires in a spread sheet updated weekly)

Work with Tim and Mark on the report at the end of the year

VRSP

Send out yearly reminder that the VRSP program is open to all employees