Position Summary

Reporting to the Executive Director, the Communications & Policies Coordinator develops, facilitates, and supports organizational communications including grant applications. The incumbent will also provide support to the senior management team in developing and maintaining organizational policies, procedures, and document control.

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Duties and Responsibilities

Specific duties and responsibilities of this position shall include but not be limited to the following:

Communications & Marketing

• Lead development of internal and external communications plans and materials
• Develop and manage foundation newsletter to support organizational objectives
• Supports the development of MHF publications and strategic documents including the
• Annual Report, the Business Plan, resident satisfaction surveys, and others
• Supports the development and compilation of documents including performance
• evaluation templates and 360 reviews, employee satisfaction surveys, and others
• Supports standard documentation methods and tools for employees to efficiently
• produce high-quality documents (template and standardized forms)
• Create content for the foundation’s website, social media and marketing needs
• Manage and maintain corporate website, social media accounts, internal staff website
• with participation from other employees
• Implement communications plans to support special events and fundraising activities
• Develop content and assist with development of strategies for digital communications
• including, but not limited to, website and social media
• Participates in local community events, trade shows and conferences

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Organization Policies & Procedures

• Consults and coordinates with subject matter experts to research and develop policies and procedures
• Communicates policies to employees and answers policy related questions
• Ensures policies are consistent with Foundation objectives, goals and policies and maintains updated references of related policies and procedures
• Provides research and recommendations on policies as requested
• Maintains extensive knowledge of applicable legislation and regulations pertaining to MHF operations
• Acts as the Meridian Housing Foundation Privacy Coordinator including implementing policies and guidelines, training employees on FOIP issues, managing FOIP requests, and ensuring privacy protection measures are implemented and carried out on an ongoing basis.

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Grant Writing

• Supports the development and maintenance of donor database
• Ensures donor recognition program is followed
• Researches and identifies suitable grant opportunities for MHF
• Consults with the Executive Director and appropriate staff to prepare and submit timely grant applications and letters of Intent/Interest to funders
• Prepares timely grant reconciliations for funding consistent with funder expectations
• Completes interim and final reports as may be required by funders

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Other Duties

• Establishes effective working relationships with staff, board members, committee members, stakeholders, donors and other parties as required
• Works favourably with the sometimes, political relations MHF has with multiple levels of government and diverse partners
• Participates in various internal committees, meetings and initiatives
• Maintains professional appearance, attitude and confidentiality at all times
• Performs other relevant duties as assigned

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Position Summary
Reporting to the Lodge Manager, the Assistant Lodge Manager assists in overall operations, management and supervision of the lodge with primary responsibility for Food Services and Housekeeping departments. This role ensures the provision of quality programs and services to residents; ensures efficient operations according to Meridian Housing Foundation policies; and provides coverage when the Lodge Manager is absent.

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Duties and Responsibilities

Specific duties and responsibilities of this position shall include but not be limited to the following:

Operational Management

• Assist in the day-to-day management of the lodge, ensuring smooth operations and adherence to policies and procedures
• Ensures lodge program compliance with nutritional, safety, sanitation and quality standards, and provincial regulatory requirements
• Maintains and adjust task lists, schedules for cleaning and equipment maintenance, in collaboration with the Lodge Manager, Director of Lodge Operations, and other departments
• Conducts frequent audits of department records (ie: temperature logs) to ensure compliance
• Oversees inventory control, budgeting, and purchasing for a cost-effective program, works with Dietary Support and Special Projects Coordinator
• Reviews and approves work order requests submitted by staff, and reviews work completed
• Maintains relationships with suppliers, contractors, and vendors
• Communicates regularly with Lodge Manager regarding all work, projects, issues
• Participates in annual budget process and monitors department spending
• Provides input to administration on policies and procedures
• Liaises with other departments as required

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Resident Services

• Fosters a positive and supportive environment for residents
• Address and resolve resident concerns and complaints in a timely manner with support from the Lodge Manager
• Ensures services are coordinated for new residents
• Ensure residents’ needs are met, including health, safety, and recreational needs
• Encourages and receives resident feedback on services provided

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Staff Management

• Assist in recruiting, training and supervising lodge staff
• Crosstrain with the Lodge Manager for scheduling and provides coverage when Lodge Manager is absent
• Supervises Head Cook, Housekeeping, Afternoons, and Nights staff including training, coaching, disciplining, resolving employee issues, liaising between employees and upper management,
• Reviews job performance including regular work inspections; completes annual performance evaluations
• Conducts and attends department staff meetings
• Promote a positive and collaborative team environment

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Health & Safety

• Implement and monitor health and safety protocols to ensure a safe environment for residents and staff.
• Completes regular health and safety inspections/reports to maintain health and safety standards
• Ensures compliance and provides input to MHF’s safety program
• Reviews incident reports with Lodge Manager and others as needed
• Supports outbreak management program

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POSITION SUMMARY

As an integral member of the Finance Department, the Accountant’s role is to ensure all day-to-day financial transactions are accurately recorded and processed and provides coverage for the Director of Finance.

DUTIES AND RESPONSIBILITIES

Specific duties and responsibilities of this position shall include but not be limited to the following:

Budgets/Forecasting‍

• Works with Director of Finance to gather information to prepare annual budgets and ongoing forecasts throughout the year
• Oversees Self-Contained budget in coordination with Director of Maintenance and Asset Management

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General Ledger

• Prepares monthly journal entries
• Assists in reviewing and reconciling of general ledger accounts
• Prepares monthly financial reporting

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Rent Supplement Program

• Processes rent subsidy payments to clients per program specifications
• Manages budget forecast and general ledger reconciliations
• Oversees and prepares monthly GOA reporting in coordination with Rent Supplement Coordinator
• Reconciliation of RAB funding
• Works collaboratively with Rent Supplement Coordinator

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Accounts Payable

• Processes invoices by way of three-way matching to proper documentation and receipts, or written authorization in the case of exceptions
• Reconciles vendor statements on a monthly basis
• Reviews and reconciles sub-ledger to identify areas that require action or part of job close process to ensure settlement of debit amounts in vendor and subcontractor ledgers
• Provides payable related reports as required
• Informs the Director of Finance of payable-related issues that are in contravention of MHF’s policies or procedures
• Performs month-end processing of accruals to ensure complete and accurate representation of the company's financial liabilities

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Accounts Receivable

• Prepares timely and accurate invoicing for annual municipal requisitions, Meals on Wheels and other miscellaneous invoices as required
• Maintains precise records of incoming payments and ensures payments are received and processed precisely in a timely manner
• Establishes and maintains positive relationships with customers, follows up with customers as needed to ensure payment of outstanding invoices, answers questions
• Applies adjustments to accounts
• Reconciles cash/cheques for bank deposits

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Policies and Procedures

• Assist in reviewing and development

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Petty Cash

• Oversees and replenishes for all departments

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Audit

• Supports the Director of Finance in the annual audit process, providing required information for the auditor

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Day-to-Day Operations

• Provides coverage for Director of Finance
• Assists with the upgrading of accounting systems and control procedures
• Answers inquiries from various departments
• Offers recommendations for improvement and implementing new processes
• Maintains appropriate internal control safeguards
• Ensures record systems are maintained in accordance with generally accepted auditing standards
• Ensures all activities are compliance with regulatory requirements and professional standards e.g. Generally Accepted Accounting Principles (GAAP)
• Establishes effective working relationships with internal departments, external vendors/ contractors and other parties as required
• Answers inquiries (or directs the inquiries) from staff, managers and external contacts with professionalism
• Maintains professional appearance, attitude and confidentiality at all times
• Performs other relevant duties as assigned

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