Office Manager/Bookkeeper

Job DescriptionJob Description

Summary: Experience in managing an office environment that supports the daily needs of our employees and residents at Ivy Lodge. Strong financial and Human Resource background is a plus. Able to juggle various tasks and remaining focused on the mission of the residence.

 

Proficient in use of Microsoft Office Suite software to complete tasks. Excellent active listening, negotiation and presentation skills. Competence to effectively manage interpersonal relationships at all levels of the company.

 

Essential Duties and Responsibilities:

· Can maintain a well-organized and well-functioning office.

• Ensures that incoming telephone calls and mail are routed/answered promptly.
• Maintains current and historical paper and e-files and documents in an orderly fashion so that they can be accessed when needed.
• Is responsible for mailing marketing materials, insurance, benefit and regulatory mailings, monthly calendars and newsletters, customer satisfaction surveys, paychecks and other essential correspondence.
• With the help of the outside information technology consultant, ensures that all computer, printer, internet, cable and are functioning properly.
• Ensures that staff have appropriate access to Communication Log, and other files in the shared drive.
• Provides office support, such as copying and typing, for the Executive Director/Administrator and other managers as requested.

· Integral part of the Ivy Lodge management team with rotating responsibility for being on-call 1 weekend a month.

• Attends Department Head, Manager and Quality Assurance meetings, takes minutes when requested.

 

Regulatory Compliance

· Oversee the retention, protection, retrieval, transfer, and disposal of records pertaining to employees.

• Provide clerical support to the QA committee and to the team with respect to the survey process.
• Maintain employee files, including records of training, certification renewals, health records and other required paperwork.

 

Purchasing Agent and Finance Department Support

• Oversees the purchase of all supplies, insurance and other goods and services.
• Deals with vendors re returns and billing issues, ensures that invoices are reviewed, adjusted or approved, and transmitted in a timely fashion to the finance department.
• Maintains a purchase order system and tracks all expenditures through receipts or other mechanisms and makes them available to the finance department in a timely manner.
• Works closely with the Executive Director/Administrator or his/her designee to ensure that purchases are within budget and are properly approved.
• Process all bills and payments in a timely fashion for the Owners’ signature.

 

Recruitment, Hiring and Onboarding

1. Recruits staff through advertisements, job fairs and other means to ensure that there are sufficient numbers of qualified staff at all times.
2. Schedules all appointments for pre-employment health checks
3. Ensures that all staff meet Criminal Background Check qualifications, drivers and other licenses and health records
4. Calculates appropriate pay for new staff for approval by management

 

Ongoing HR Management

1. 1. Bridges management and employee relations by addressing demands, grievances or other issues.
   2. Ensures that performance reviews and raises are done in a timely manner by communicating with other department heads, making appropriate forms and information available.
   3. Maintains records of verbal and written counseling, warnings and commendations.
   4. Verifies and calculates staff health insurance submissions for reimbursement.

(i) Manages workers comp, disability, unemployment and related paperwork.

e. Administers benefits, including setting up and terminating benefits or medical coverage for incoming and leaving employees.

1. 1. Ensures compliance with staff training requirements, including tracking and implementation of pre-employment and in-service training.
   2. With the Quality Assurance/Facilities Director, ensure compliance of all regulatory and Ivy Lodge policies regarding staff related requirements, such as annual medical clearance, PPDs, and Flu Vaccines.
   3. Ensure legal compliance throughout human resource management.

(i) Posting and notification of employee rights

(ii) Compliance with OSHA requirements

(iii) Supports legal and consistent disciplinary and termination practices by managers

 

Marketing: Supports the Executive Director in community outreach, including organizing marketing materials, managing inquires, setting up tours, helping with marketing events and intake paperwork.

 

Qualifications: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The employee must exhibit a professional and respectful manner, conservative appropriate dress, and excellent personal hygiene are essential. You must undergo a criminal back ground check.

· You will be required to take a First Aid class and keep it current.

· If you drive for our facility, you must have a current and clean NYS driver’s license.

· You are required annually to do a health reassessment.

· Attend monthly staff meetings.

· Attend in-service trainings as well as external trainings as directed

Education Requirement: Associates Degree preferred or 5 years’ experience in the field

Language Skills: You must be able to communicate clearly and cordially with all residents, residents’ families, vendors, and outside health and service providers as well as with all other Ivy Lodge staff. You must be able to understand verbal instructions in English.

Reasoning Ability: You should be able to apply common sense understanding to carry out oral instructions.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand for long periods of time, walk, use hands to finger, handle or feel; reach with hands and arms; climb and balance; stoop, kneel, crouch, or crawl, carry objects without dropping them, talk, and hear. The employee is occasionally required to sit. The employee must be able to lift and/ or move more than 50 lbs.

Work Environment: while performing the duties of this job. The employee is frequently exposed to moving mechanical parts. The employee is exposed to wet and/or humid conditions and hot and cold environments, high precarious places, fumes or airborne particles; sharp utensils, toxic or caustic chemicals; outside weather conditions; risk of electrical shock and vibration.

Company Description40 bed assisted living facility located in beautiful Saugerties, NY.Company Description40 bed assisted living facility located in beautiful Saugerties, NY.

---