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Office Manager

2 months ago

Traverse City, United States Bay Ridge Assisted Living Full time
Job DescriptionJob Description

Taking care of dependent persons is worthwhile work. Serving others is a lifestyle choice and should not be entered into lightly. Contributing to the health and welfare of others can be draining at times, but at the same time can be truly rewarding. Being a caregiver is a dedicated occupation and is not like any other job. You have agreed to accept the responsibility for providing proper care and service to persons who depend on others for care. This means you agree to follow the guidelines of this living center as you perform your duties and fulfill your responsibilities.

Purpose of this position: Assure that all aspects of the business of this assisted living center are managed in a timely and accurate manner. Serves as a Good Will Ambassador for this living center.

Qualifications: Must possess a high degree of interpersonal relationship skills, and be capable of relating to a variety of people and personalities. Considerable initiative and judgment is required. Word processing and clerical skills, pleasant telephone manner and greeting skills as well as experience in residential services to seniors, leasing, sales or marketing preferred. Must have a positive and respectful attitude toward the care of the frail elderly, ability to read, write and carry out directions; maturity to deal effectively with the demands of the job in a professional and confidential manner.

Essential Functions:

1. Business Practices- Manage accounts payable and accounts receivable (rent collection) according to policy and within budget parameters; maintain appropriate files and documentation as directed. Make daily bank deposits; prepare and submit weekly packet to corporate office; Notifies Administrator and department managers of appointments or guests; maintains petty cash fund and accounting; compiles credit card receipts and reconciles to purchase statements; orders and maintains inventory of office and business supplies; Receives mail and assures it is distributed the same day for residents and managers; maintains spreadsheet of work orders and apartment maintenance;

2. Human Resources – pre-screens applicants for employment, processes application and hire documents, including criminal history checks, maintains personnel files and records as directed. Process payroll in coordination with ORBIS. ON-SHIFT schedule creator and manager for all hourly personnel – including training staff in proper utilization of the systems within ON SHIFT. Coordinates workers’ compensation paperwork and reports; Prepares cover sheet and basic information in employee performance reviews (90 day and annual), provides to department manager and administrator to assure timely processing of reviews for employees; maintain spreadsheet of employee attendance –notifying managers of absences;; assure posting of compliance posters as required by local, state and federal labor laws.

3. Sales and Marketing – greeting of guests to this living center (via telephone, in person, or email), provide information and tours to prospective residents and inquiries; may assist in outreach marketing as directed. Tracks response to advertising and marketing efforts; Tracks inquiries for residency – including referral source, contact name and number/address/ email; Follow up on inquiries as directed; Develop and maintain a mailing list of prospects and referral sources; may assist to participate in senior housing fairs and expos; Complies with Fair Housing requirements.

4. Resident information – maintain resident data base (from initial inquiry through end of residence); maintain emergency information; prepare resident chart “face” sheets in ECP and in the data base; Prepares and distributes weekly or monthly resident assessments due, logging completed information into the resident data base;

5. Supervision and Delegation: The Office Manager is the supervisor of receptionist staff. Routine tasks may be delegated to the Receptionist providing adequate training and supervision is provided to assure consistent quality performance. Prepares and Processes Employee Performance Reviews: 90 day and annual.

Secondary Functions:

  • 1. Participate in Family and Community events as directed.
  • 2. Participate in the evening and weekend Manager on Duty (MOD) rotation.
  • 3. Coordinate with the Life Enrichment Coordinator for production of the house newsletter.
  • 4. Direct involvement with at least 1 resident life enrichment event per month.
  • 5. Maintain a clean, safe and well organized desk and work space – including the copy/work room.
  • 6. Proper utilization of email and internet,
  • 7. Complies with, and enforces, the NO GOSSIP policy,
  • 8. Compliance with HIPAA for resident and employee health information.
  • 9. Other duties as assigned or as may be necessary to assure that the goals and objectives of this assisted living center are fulfilled.

General Responsibilities:

  • Comply with Life Safety policies and participates in periodic drills;
  • Participate in educational and training opportunities;
  • Report safety and health hazards to your supervisor or the Maintenance Supervisor
  • Report any observed concerns or changes in a resident to the Shift Supervisor

Code of Conduct:

  • The Office Manager is a member of the Management Team for this assisted living center and is expected to maintain professional standards of behavior at work and outside of work.
  • The Office Manager is expected to communicate professionally, maturely and respectfully with all persons who come in contact with this assisted living center.
  • Compliance with the code of conduct included in the Employee Handbook.
  • Treats all residents with dignity, respect and compassion;
  • A good will ambassador for this assisted living center;
  • Reports to work on-time, as scheduled;
  • Works cooperatively with co-workers, supervisors, and other personnel associated with this assisted living center;
  • Complies with rules of Resident Rights;
  • Complies with HIPAA Privacy rules;
  • Complies with the guidelines of the Employee Handbook for this assisted living center;
  • Follows Universal Precautions and good infection control practices.

Physical and Mental Requirements:

  • Able to walk distances on hard surfaces;
  • Able to stand for extended periods of time;
  • Able to bend, stoop, turn, twist, squat, kneel, push, pull, reach and stretch;
  • Able to sit for extended periods of time;
  • Some repetitive motion work;
  • Able to communicate verbally and in writing;
  • Able to use telephone for communication;
  • Able to read and comprehend the written word, in English.
  • Able to lift at least 25# Pounds
  • Licensed Driver with the ability to drive to appointments as needed

Compensation and Benefits:

  • Hourly Wage and benefits as stated in the Employee Handbook.
  • Eligible for a 2% increase in pay rate after 90 days of employment with a satisfactory review.
  • Annual increase in pay rate is merit-based, as determined by a comprehensive, written performance review conducted by the supervisor and Administrator.