Office Manager

Primary Responsibilities

• Ensure all communication is sent in a timely manner according to policy.
• Answer and screen incoming phone calls in a pleasant, courteous manner.
• Input client leads into home care software and create and send client welcome packets and prospect information.
• Billing – Accounts Receivable & Payable
• Ensure invoices are completed accurately, timely, and according to company policy.
• Maintain all necessary records and confidentiality.
• Monitor employee pay rates and hours to ensure accuracy. Comply with garnishments as required.
• Recording incoming checks and monitoring the outstanding receivables on a continual basis to make sure accounts receivable are not behind. Follow up on receivables per company policy.
• Record incoming bills and invoices and allocate to the correct month. Pay invoices according to the due date.
• Payroll & Recruitment
• Collect and organize timesheets and verify/reconcile against scheduling calendar in home care software; track late, missing, and incorrect timesheets.
• Complete caregiver and internal payroll according to schedule.
• Aid with billing and payroll functions to meet company deadlines.
• Review timesheets for any significant change in client status and indicate them in the caregiver notes section and properly document the information.
• Complete caregiver reference checks and criminal background checks.
• Create new hire packets and employee handbooks.
• Verify complete caregiver information in the file after hiring.
• Input caregiver information into home care software
• Clerical:
• Prepare client and caregiver files including Care Plan Binders, Client Welcome Packets, Employment Paperwork, and other documentation.
• Perform general office functions such as sorting mail, data input, and file maintenance, ensuring all information is properly filed, organized, and easily accessible.
• Complete other duties and responsibilities as assigned.

Qualifications

• Minimum of two years in an office managerial setting
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Experience with a variety of the field’s concepts, practices, and procedures
• Team player, excellent verbal and written communication skills, adaptable in different situations, possesses excellent client interaction skills.