Administrative Services Manager

2 weeks ago

Russell, Kentucky, United States Morning Pointe Full time

Objective of the Position:


As an Administrative Services Manager at Morning Pointe, you will play a vital role in supporting our residents, families, staff, visitors, and all stakeholders by embodying the Morning Pointe Mission & Values in every interaction.

Your primary responsibility will be to oversee daily financial operations, payroll, and human resources activities within the Community, adhering to established accounting principles and policies as directed by the Executive Director.

This position entails managing various tasks, including onboarding new employees, administering benefits, processing payroll, maintaining employee records, and handling general accounting responsibilities, which encompass accounts receivable, accounts payable, and HR-related entries.

You will be expected to introduce innovative administrative practices that enhance operational efficiency and contribute to achieving outstanding outcomes.


Key Responsibilities:


As the Administrative Services Manager, you will be granted the authority and accountability necessary to fulfill your designated responsibilities.

You will supervise the Receptionist across all shifts and weekends. This job description does not encompass all duties; additional tasks may be assigned by supervisors or managers as needed. Your performance will be evaluated based on the execution of the responsibilities outlined herein. The employer reserves the right to modify this job description at any time, for any reason.

Educational Requirements:

A minimum of a high school diploma or equivalent is required. A two-year degree is preferred.

Experience Requirements:

A minimum of one (1) year of experience in bookkeeping, accounting, payroll, or human resources is required. Proficiency in computer skills is essential. Experience in sales or marketing is advantageous. Familiarity with healthcare accounting is preferred but not mandatory.

Essential Qualifications:

  • Strong verbal, telephone, and written communication skills.
  • Ability to work independently and demonstrate self-direction.
  • Competence in performing essential receptionist and general office tasks.
  • Experience in organizing and maintaining office files.
  • Proficiency in computer applications such as WORD, EXCEL, and OUTLOOK.
  • Team-oriented mindset.
  • Hospitality-focused approach.
  • Capability to assist the Executive Director with inquiries and tours.
  • Professional appearance and demeanor.
  • Ability to train and oversee reception staff.

Specific Requirements:

  • Must be able to read, write, speak, and understand English and possess effective communication skills.
  • Ability to make independent decisions when necessary.
  • Skill in tactfully interacting with personnel, residents, family members, visitors, and the public.
  • Typing speed of 45 words per minute and proficiency with a 10-key calculator.
  • Ability to collaborate harmoniously with colleagues.
  • Capability to plan, organize, develop, implement, and interpret necessary programs, goals, objectives, policies, and procedures for effective accounting, payroll, and human resources management.
  • Ability to comprehend and execute written and verbal instructions.
  • Patience, tact, and a cheerful disposition, along with the willingness to engage with residents, staff, and visitors at their respective maturity levels.
  • Willingness to explore and integrate new methods and principles into existing accounting practices.
  • Proficiency in computer usage, data entry, and retrieval.
  • Ability to examine and verify financial documents and reports.
  • Capability to prepare financial and other records in a systematic, organized, and legible manner.

Work Schedule:

This is an hourly non-exempt position requiring 40 hours per week, with a schedule reflecting the Community's needs. As a non-exempt hourly employee, you are required to accurately report all hours worked and any absences.

Overtime must be pre-approved by your supervisor when using the time clock system to record hours worked and leave taken.


Core Duties:

  • Foster and maintain relationships with residents, families, staff, and guests.
  • Serve as a backup for handling inquiry calls and conducting community tours to support the sales process.
  • Establish and nurture relationships with referral sources from diverse settings.
  • Assist in the development and execution of a marketing strategy.
  • Conduct community tours to facilitate the sales process.
  • Follow up on inquiries related to the facility as a backup for the Executive Director.
  • Prepare reports for data tracking in an accessible format.
  • Analyze data to address the evolving needs of the community.
  • Contribute positively as a team member.
  • Assist in greeting callers and guests and perform other front desk duties.
  • Provide clerical and administrative support services.
  • Collect, monitor, and prepare reports for the Executive Director as needed.
  • Manage business office functions such as census reporting, payables, payroll, etc.
  • Maintain files in compliance with state, federal, and regional regulations.
  • Support Human Resource functions, including background checks, drug screenings, E-verify, I-9, new hire orientation, benefits, OSHA logs, and workers' compensation.
  • Review payroll and timekeeping records.
  • Assist with benefits management.
  • Track weekly expenditures using a spend-down form.
  • Help reconcile expense receipts.
  • Answer phones promptly and professionally.
  • Assist residents and their families with inquiries and concerns.
  • Support the billing process.
  • Assist with accounts receivable and payable.
  • Ensure timely deposits of all checks and cash.
  • Maintain an organized calendar of appointments and events for the Executive Director.
  • Assist with Manager on Duty responsibilities.
  • Help ensure the property is always ready for tours.
  • Monitor the telephone on-hold message for accuracy and seasonal relevance.
  • Additional responsibilities may be assigned by the supervisor as needed.

Physical and Sensory Requirements:

  • Ability to assist in the evacuation of residents during emergencies.
  • Meet general health requirements as set forth by organizational policies, which may include medical and physical examinations.
  • Frequent lifting, carrying, pushing, pulling, stooping, bending, turning, and stretching. Finger and hand dexterity is required. Visual and auditory acuity is essential. Ability to understand and execute written and verbal instructions is necessary. Basic mathematical computation skills are required.

Lifting Requirements:

WEIGHT FREQUENCY OBJECTS

  • 1-10 lbs. Constantly Paper, files, resident charts.
  • 11-20 lbs. Frequently Equipment and supplies.
  • 21-35 lbs. Constantly Equipment and supplies.
  • 36-50 lbs. Constantly Equipment and supplies.

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