Office Manager, Senior Living

Magnolia Court; Vacaville (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Fields Senior Living in Vacaville, CA seeks an Office Manager to handle financial, administrative, and personnel tasks, supporting the Executive Director and maintaining strong resident relations.

The role requires leadership, multi-tasking and strong organizational skills to manage front desk operations, census reporting, and monthly resident communications.

Qualifications

• Must be drug free and submit to Urinary Analysis Drugscreening 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

Responsibilities

• Financial responsibilities include assistance with accounts receivable (recording anddepositing funds), accounts payable (stamping, coding & getting approvals for bills) andpayroll (reviewing, verifying, & completing payroll spreadsheet) and other financialrelatedfunctions as directed by theExecutive Director.
• Administrative services include primary responsibility for answering and directingincoming calls, assistance with collection and maintenance of resident files, assortedcorrespondenceorotheradministrativefunctionsasdirectedbytheExecutiveDirector.
• Personnel services includes assistance with collection and maintenance of personnelfiles, orientation of new employees, ongoing in-service or other functions as directed bytheExecutive 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 otherprofessionals to create an enriching and positive environment and a professional imagetothecommunityatlarge.
• Manage resident census and related reporting including, Daily Units Occupied, Daily PerUnit Resident Count, Monthly Meal Count, Tray Service Report & maintaining PettyCashfor Reception Desk & Main Station.
• Processingofmonthlystatementsforresidentsandmonthlyincreaselettersasneeded.
• To communicate with Home Office status alerts as they relate to the residents oremployees
• Adheretoallpoliciesandproceduresofthecommunity.
• Beknowledgeableof andfollowallfiresafetypoliciesandprocedures.
• Attendanceonthejobasscheduled.Attendstaffmeetingsasdirected.
• Attendandparticipateineducationalclassesandon-the-jobtrainingprogramsasdirected.
• Participateasassignedinactivities,specialevents,marketingefforts,andspecialprograms.
• Follow established safety precautions when performing tasks and when usingequipment.
• Otherdutiesasassigned.

Job description

Essential Functions and Responsibilities

• Financial responsibilities include assistance with accounts receivable (recording anddepositing funds), accounts payable (stamping, coding & getting approvals for bills) andpayroll (reviewing, verifying, & completing payroll spreadsheet) and other financialrelatedfunctions as directed by theExecutive Director.
• Administrative services include primary responsibility for answering and directingincoming calls, assistance with collection and maintenance of resident files, assortedcorrespondenceorotheradministrativefunctionsasdirectedbytheExecutiveDirector.
• Personnel services includes assistance with collection and maintenance of personnelfiles, orientation of new employees, ongoing in-service or other functions as directed bytheExecutive 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 otherprofessionals to create an enriching and positive environment and a professional imagetothecommunityatlarge.
• Manage resident census and related reporting including, Daily Units Occupied, Daily PerUnit Resident Count, Monthly Meal Count, Tray Service Report & maintaining PettyCashfor Reception Desk & Main Station.
• Processingofmonthlystatementsforresidentsandmonthlyincreaselettersasneeded.
• To communicate with Home Office status alerts as they relate to the residents oremployees
• Adheretoallpoliciesandproceduresofthecommunity.
• Beknowledgeableof andfollowallfiresafetypoliciesandprocedures.
• Attendanceonthejobasscheduled.Attendstaffmeetingsasdirected.
• Attendandparticipateineducationalclassesandon-the-jobtrainingprogramsasdirected.
• Participateasassignedinactivities,specialevents,marketingefforts,andspecialprograms.
• Follow established safety precautions when performing tasks and when usingequipment.
• Otherdutiesasassigned.

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-pacedenvironment and perform a variety of tasks, often changing assignments on shortnotice.
• Must have strong organizational skills, as well as the ability to prioritize and meetdeadlines.
• Mustbedetailandteam-workoriented.
• Must attend required in-services/ workshops to further education of skills andcommunityrequirements.

Qualifications

• MustbeDrugfreeandsubmittoUrinaryAnalysisDrugscreeninguponhireandroutinely.
• 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.
• Mustbewillingtobeactiveandonfeetduringa quarter of shift.
• Must have sufficient manual dexterity to work with the fingers and to reach/hand items