Office Manager, Senior Living

Magnolia Court; Vacaville (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Fields Senior Living in Vacaville, CA is seeking an Office Manager to oversee financial, administrative and personnel support for the community. You will handle accounts receivable/payable, payroll, resident files, front desk operations, and direct daily office activities to ensure a professional environment.

Responsibilities include supervising front desk coverage, coaching the receptionist, managing census reporting, processing statements and notices, and coordinating with Home Office.

Qualifications

• Must be drug free and pass drug screening.
• Must pass criminal background check and health screening.
• Must be eighteen (18) years old.
• Ability to compute numerical data and basic bookkeeping.
• A passion for helping seniors, especially those living with dementia.
• Ability to communicate clearly in writing.
• The employee shall be responsible for maintaining the integrity of Fields Senior Living.

Responsibilities

• Assist with accounts receivable/payable and payroll as directed.
• Answer and direct incoming calls; maintain resident files.
• Assist with collection and maintenance of personnel files and new-employee orientation.
• Supervise front desk receptionist and ensure desk coverage seven days a week.
• Provide trainings and coaching to receptionist.
• Communicate professionally with residents, families and staff.
• Manage census and reporting: daily units, per-unit counts, monthly meal counts.
• Process monthly statements and increase letters as needed.
• Adhere to policies and fire safety procedures; attend meetings and trainings.
• Participate in activities and special programs; follow safety precautions.
• Maintain confidentiality.

Skills

Leadership

Multi-tasking

Communication

Attention to detail

Tools

PC computer skills

Job description

Essential Functions and Responsibilities:

• Financial responsibilities include assistance with accounts receivable (recording and depositing funds), accounts payable (stamping, coding & getting approvals for bills) and payroll (reviewing, verifying, & completing payroll spreadsheet) and other financial related functions as directed by the Executive Director.
• Administrative services include primary responsibility for answering and directing incoming calls, assistance with collection and maintenance of resident files, assorted correspondence or other administrative functions as directed by the Executive Director.
• Personnel services includes assistance with collection and maintenance of personnel files, orientation of new employees, ongoing in-service or other functions as directed by the Executive Director.
• Office Managers supervises the front desk receptionist desk. Ensuring all hours of coverage at the desk, 7 days a week and during “open” times.
• Conduct trainings and coaching and mentoring of the receptionist where opportunities present themselves.
• The Office Manager communicates professionally with residents, families, staff and other professionals to create an enriching and positive environment and a professional image to the community at large.
• Manage resident census and related reporting including, Daily Units Occupied, Daily Per Unit Resident Count, Monthly Meal Count, Tray Service Report & maintaining Petty Cash for Reception Desk & Main Station.
• Processing of monthly statements for residents and monthly increase letters as needed.
• To communicate with Home Office status alerts as they relate to the residents or employees
• Adhere to all policies and procedures of the community.
• Be knowledgeable of and follow all fire safety policies and procedures.
• Attendance on the job as scheduled. Attend staff meetings as directed.
• Attend and participate in educational classes and on-the-job training programs as directed.
• Participate as assigned in activities, special events, marketing efforts, and special programs.
• Follow established safety precautions when performing tasks and when using equipment.
• Other duties as assigned.

Additional Functions:

• Always maintains confidentiality and privacy of our residents and staff
• Relate to residents in a courteous, empathetic, and cooperative manner.
• Must possess qualities of leadership, tact, and adaptability to change. Must be neat in appearance, pleasant personality, be congenial to fellow team members, residents, families and the public in general. Must be capable of using own judgement and initiative in daily duties.
• Must be a mature individual. Must possess the ability to multi-task in a fast-paced environment and perform a variety of tasks, often changing assignments on short notice.
• Must have strong organizational skills, as well as the ability to prioritize and meet deadlines.
• Must be detail and team-work oriented.
• Must attend required in-services/ workshops to further education of skills and community requirements.

Qualifications:

• Must be Drug free and submit to Urinary Analysis Drug screening upon hire and routinely.
• Must be able to pass Criminal Background Check, Health Screening including TB test.
• Must be eighteen (18) years old
• Above entry level PC computer skills. Ability to compute numerical data and general bookkeeping knowledge and experience.
• A passion for helping seniors, especially those living with Dementia and Alzheimer’s Disease.
• Experience working with Dementia residents.
• Ability to communicate clearly and effectively, both in reading and writing.
• The employee shall be responsible for maintaining the integrity of Fields Senior Living

Physical Demands and Requirements:

• Maintain ability to lift 25 pounds; to stand or walk throughout the vast majority of the work day; and to frequently push, pull, bend, twist and reach.
• Must be willing to be active and on feet during a quarter of shift.
• Must have sufficient manual dexterity to work with the fingers and to reach/hand items