Office Manager

About the role

This position provides the overall daily functional accounting, communications, and documentation requirements of the Assisted Living Community financial and personnel records while ensuring confidentiality of all resident’s and personnel records. This position responds and acts in the absence of the Administrator/Executive Director.

Responsibilities

• Respond and act in the absence of the Administrator/Executive Director.
• Manage Business office internal/external communication, including answering incoming telephone calls, taking and delivering accurate messages, and transferring calls to appropriate recipients.
• Greet visitors and provide assistance to them as needed.
• Compose and type internal and external memos/letters as requested.
• Receive and distribute facsimiles.
• Understand and follow all regulations as required by HIPAA.
• Sort and distribute mail to residents and staff daily.
• Forward mail to residents after they have moved, or return the mail to the sender (whichever is appropriate or necessary).
• Work cooperatively with all other staff and relate favorably to residents, their families, and service providers.
• Develop and maintain positive communication with internal and external vendors and regulatory agencies.
• Notify Director of any resident, family, or staff concerns including neglect, abuse, and exploitation.
• Manage Business Office Accounts Receivable and/or Payables, including handling cost of care, creating and mailing monthly invoices, receiving and depositing monthly resident checks, maintaining population and financial reports, following up with SA, SSI, SS, families, and assisting with collections, distributing funds per facility policy, maintaining an accurate personal funds accounting system, including monthly personal funds balance and weekly cash on hand balance, paying residents’ bills per their written request, managing facility petty cash, ensuring budget is maintained, reporting any budget discrepancies to the Director, ensuring payables made by the home office are sent to the responsible person at the home office, maintaining resident attendance sheets, and turning them in weekly to the home office.
• Manage Human Resources, including posting positions, fielding applicants to the Administrator/Designated Manager, carrying out hiring process on ICIMS, maintaining new hire paperwork and employee records, ensuring pre-requisites and training are current for newly hired staff and current staff, maintaining staff attendance sheets, performing payroll process, managing workers compensation records and documentation, including annual OSHA posting requirements, ensuring current and applicable labor laws are posted in an area accessible to all staff, understanding and communicating of Personnel Policy.
• Manage Clerical Operations, including ordering and maintaining inventory of office supplies, routine cleaning of office equipment, reporting maintenance issues to appropriate vendor/home office, maintaining current list of residents and room locations, maintaining emergency face sheets, distributing them to management staff, updating residents' charts, maintaining business office in a neat and orderly manner at all times, including daily filing and presenting the office, keeping necessary forms copied and updated.
• Perform other duties as required and requested by the Administrator/Director.

Qualifications

Prefer some college but must have a High School Diploma or GED. Must be able to read, write, understand, and follow directions. Must possess good written and verbal communication skills. Must be able to lift, push, or pull minimum of 50 pounds. Must be able to bend, stoop, squat, and reach overhead as needed. Must possess good computer skills and be able to work with Microsoft office, including developing Excel spreadsheets. Must possess good financial understanding of accounts receivables/payables, balancing checkbooks, etc. Must possess good human resource understanding. Must possess proven customer service skills and experience. Must have at least 8 years of driving experience, as this is a requirement of the company's liability insurance carrier. Must have a clear SBI and DMV record and maintain them during the period of employment. Must have a valid NC Driver’s License and maintain during the duration of employment. Must have no substantiated findings on the NC Personnel Registry or Health Care Program. Must possess knowledge of or be willing to learn the NC DHSR Adult Care Home Rules and Regulations. Must have a two-step tuberculin skin test (first test prior to hire and second test within two weeks of the first test).