Office Manager - Full-time

ESSENTIAL JOB FUNCTIONS:

Management Information

 Facility Related:

• Prepares and distributes monthly statements for each resident using the SOS system.
• Receives, distributes, codes and processes all facility accounts payable invoices.
• Maintains accurate facility petty cash account.
• Deposits certain facility revenues in the bank, including but not limited to meal ticket, gift certificate and beauty shop monies, and maintains accurate records according to company policy.

Office Organization:

• Maintains current resident files according to company policy and regulatory guidelines.
• Maintains closed resident files according to company policy and regulatory guidelines.
• Maintains other facility files as required, including but not limited to vendors, transfer agreements, maintenance agreements, certificates of insurance, etc.

Payroll/Human Resources:

• Maintains prospective co-worker application files.
• Maintains accurate and up-to-date co-workers’ files and personnel records according to company policy and regulatory guidelines.
• Maintains accurate data in the SOS payroll/human resources module for report purposes, including but not limited to next/last evaluation dates.
• Maintains bi-weekly schedules for each co-worker in the SOS system in order to generate accurate payroll records.
• Processes bi-weekly facility payroll according to established deadlines and company policy.
• Receives payroll register and paychecks from corporate payroll department, and distributes checks according to policy.
• Forwards all required payroll information to corporate payroll department as required.
• Retains closed co-workers’ files according to company policy.

Census Information:

• Maintains accurate daily census in the SOS system, including resident units and number of persons in and out of the building.
• Records admissions and discharges according to company procedures.
• Fax daily census to Alert Pharmacy for medication distribution and billing purposes.

Communications:

• Maintains open and effective communications with all facility co-workers, residents, families, home office staff, and general public.
• Orients new residents to the billing process.
• Greets visitors, prospective co-workers and residents courteously, directs them and answers routine questions.
• Answers incoming phone calls and call bells courteously and positively; directs calls, answers basic questions, and takes clear and accurate messages as needed.
• Prepares, distributes, and files correspondence and other documents.
  

Other:

• Follows and implements company policies and procedures.
• Practices good safety awareness and procedures; proactively addresses safety concerns or brings them to the attention of the appropriate personnel for action.
• Maintains accurate inventory of office supplies; places orders with approved vendors as needed.
• Receives incoming mail and package deliveries and distributes as necessary.
• Maintains facility postage meter.
• Participates in the interview process for other office personnel as applicable.
• Supervises, trains, and participates in the evaluation process for other office personnel as applicable; may be required to assist in the training process for co-workers at other facilities as needed.
• Works every other weekend and holiday as required.
• Maintains and protects resident and co-worker confidentiality.
• Recognizes and respects residents’ rights.
• Regularly attends continuing education programs.
• Attends staff meetings as scheduled.
• Other duties as assigned.

 TYPICAL PHYSICAL DEMANDS; EQUIPMENT USED; TYPICAL PLACES WHERE WORK IS PERFORMED:

• Requires sufficient mobility to access the workplace.
• Requires normal range hearing and vision, hand-eye coordination, and manual dexterity.
• Must be capable of operating: computer, copier, postage meter, fax machine, call bell, intercom and telephone systems.
• Workplace includes the business office and surrounding areas.

 CRITICAL SKILLS AND EXPERTISE:

• Must have computer skills, including but not limited to Windows and word processing; skills in spreadsheets and e-mail preferred but not required.
• Must be able to communicate intentions and direction to residents and co-workers.
• Must be able to manage time successfully in order to achieve facility goals and priorities.
• Must be capable of positively motivating residents and staff.
• Must be a good listener and empathetic.
• Must be adaptable and flexible enough to adjust to meet resident and staff needs.
• Must be skilled in interviewing, hiring, training, supervising and evaluating.
• Must have a willingness to cooperate and work as part of a team.
• Ability to be self-supervising and self-motivating; must be able to set own priorities and follow through on same.
• Must possess organizational skills.
• Must be able to communicate effectively in English, both orally and in writing, and comprehend same.
• Must be dependable and punctual and able to work responsibly without constant supervision.
• Must be able to use good judgement and help residents solve simple problems.
• Must be willing to help co-workers accomplish common facility goals, including resident and facility wellness, to meet resident needs; be willing to accept special assignments when necessary to ensure residents receive needed assistance.
• Must be able to understand and empathize with the needs of people.
• Must be able to perform under emergency situations.

MINIMUM QUALIFICATIONS:

Experience:  Prior office experience is required

Education:  High school diploma or GED

Certification/License:  None required

General: Should not pose a direct threat to the health and safety of self or others.  Must present a neat, clean, professional appearance and demonstrate a positive, cheerful attitude.  Must possess an identification and association with older adults.

9am-5:30pm