Business Office Manager

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- Overview:

The Office Manager assists all Directors with certain aspects of daily facility operations. The Office Manager co-ordinates the facility expenses and revenue with the Executive Director.

Duties and Responsibilities:

Receptionist/Concierge

* Answers main switchboard. Relays calls and messages.

* Greets visitors and gives directions.

* Documents all work orders to the Maintenance Director.

Human Resources

* Processes all employees in and out of the payroll system.

* Enters all hourly employees into the payroll hand punch system.

* Maintains hand punch system and employee hours to ensure hours are correct.

* Processes payroll on a bi-weekly basis.

* Enters all pay raises and maintains employee personnel files in payroll system.

* Assures complete and current personnel paperwork is on file for all staff.

* Maintains and updates Employee Handbook for salaried and hourly employees.

* Maintains all paperwork required for hiring and firing employees.

* Runs all background checks required by the State of Alabama for all staff.

* Assists with all ninety day and annual appraisals for employees.

* Reports all staff grievances or concerns in a timely manner to the Executive Director

* Ensures all employees have and wear their name badges

* Ensures all employees have up-to-date TB skin tests and flu shots.

* Informs all employees of available benefits.

* Processes any Workmen's Compensation claims.

* Distributes payroll checks.

Bookkeeping/Administration

* Responsible for completion of monthly Rent Roll Summary

* Responsible for completion of monthly Census reports.

* Assures residents' monthly invoices are accurate, and distributed in a timely manner.

* Receives and records residents' monthly rent payments.

* Submits monthly billing for Choices residents.

* Tracks all Choices payments. Follows up on rejected billing.

* Tracks all receivables and sends out collection letters when payments are late.

* Manages the petty cash account.

* Manages the residents' petty cash accounts.

* Orders all office supplies

* Prepares weekly invoices to be sent to Head Office via Fed Ex.

Marketing

* May conduct professional tours of facility and provide information regarding scope of services and associated fees.

* Maintains all copies of original residential paperwork required by the Marketing Director for admitting a new resident.

* Sends all documentation to Head Office regarding residents moving in or out.

Resident Care:

* Assures complete and current paperwork is on file for all residents.

* Assists residents with inquiries

* Listens to residents' comments (good or bad).

* Takes meal orders for residents' guests and gives to Dietary.

* Assists residents when needed.

* Reserves guest rooms when needed

Required skills, education and experience for Office Manager:

* Associates Degree or higher.

* Experience pertaining to the job description is preferred.

* Must have the ability to maintain effective working relationships with other co-workers and relate well with authority figures.

* Must be passionate about seniors

* Able to work with seniors ranging from independent to those requiring assistance with physical and cognitive impairments.

* Requires frequent sitting, standing, bending, reaching, stooping, twisting, pushing, and walking.

* Must present a neat, clean, and professional appearance and demonstrate a positive and cheerful attitude towards other associates and residents and their families

* Must understand that they are subject to exposure to hazardous chemicals and infectious substances.

* During winter weather may be exposed to inclement conditions.