Administrative Services Manager

Minimum Qualifications

• Minimum formal education to include bachelor’s degree.
• Candidates without a degree may be considered with an associate’s degree and years of experience/personal characteristics.
• Minimum of one year’s work experience in a related field.
• Valid driver’s license and proof of insurance.
• Basic computer skills including knowledge of medical records software, Microsoft Office software and ability to navigate internet search engines.

• Perform general secretarial and administrative duties as requested by the Executive Director in support of all departments within the facility.
• Serve as secretary to various facility committees as directed and provide requested written and/or oral reports.
• Represent the facility in dealings with governmental agencies and third‑party payers.
• Maintain and update business agreements, provider contracts, and related documents.
• Ensure that adequate supplies and equipment are on hand and maintained in good order to meet day‑to‑day operational needs of residents and staff.
• Monitor office procedures to ensure that supplies are used in an efficient manner to avoid waste.
• Perform admission, reception, telephone and/or switchboard duties as necessary/directed.
• Assist with facility technology equipment and software systems (IE: Point Click Care, Maintenance Care, ESI phone system, etc).
• Make appointments, run errands, and/or deliver messages as requested.
• Schedule and participate in departmental meetings and facility committees as assigned.
• Serve as the in‑house HIPAA and Compliance Officer.
• Serve as Front Desk staff Supervisor.

• Coordinate s for all employees.
• Coordinate New Employee Orientation.
• Obtain consent and acquire Criminal Background Checks for all employees.
• Process personnel matters and maintain all such information and files in a confidential manner.
• Maintain employee attendance, insurance, and other benefit records.
• Assist in the establishment and maintenance of an adequate filing system, including records of current and discharged residents and employees.
• Ensure that all employees verify their time sheets and make corrections as needed.
• Prepare payroll information and submit it to the corporate office for processing.
• Distribute payroll checks and maintain signature sheets.
• Assist departmental supervisors in the scheduling of training and orientation programs to ensure that current material and programs are continuously provided.
• Maintain in‑service training records and track employee attendance and participation.
• Keep track of staff birthdays/anniversaries and coordinate staff appreciation efforts.
• Coordinate new employee training in CPI, CPR, and CEU’s as a liaison between the facility and Central HR.
• Coordinate between facility employees and Central HR re: insurance, 401K, vacation/sick requests, bonuses, trainings, Direct Deposit, etc.
• Solicit and oversee documentation and distribution of correspondence between facility and Work Comp/Unemployment.
• Administer counseling and/or disciplinary actions fairly and in accordance with the facility’s policies and procedures with employees upon request of supervisor.
• Track employee disciplinary actions.
• Serve as contact person for scheduling new employees for physicals and/or fingerprints as indicated for Central HR.
• Assist in scheduling agency staffing as needed and verify invoicing.

• Requires ability to be objective and communicate in a positive way which enhances a team approach to care.
• Requires the ability to be responsible for clerical duties and carry out tasks in a timely manner.
• Be able to therapeutically engage with residents regardless of their manner of presentation.
• Assist residents with problem solving and crisis management.
• Maintain composure in stressful situations and effectively deal with family members, visitors, community providers and personnel from regulatory and accrediting organizations.
• Be able to receive and carry out directives.
• Have the ability to effectively direct and supervise personnel.
• Possess excellent organizational and time management skills.
• Possess the ability to make independent judgements when required as well as act as an integral member of the facility’s interdisciplinary teams.
• Act as a role model in team spirit, conduct, and appearance, dependability, and fulfillment of facility objectives.
• Maintain a personal schedule which can accommodate emergency situations and any other need for extended or altered hours.