Victorian Senior Care · 1 day ago
Office Manager
Garner, NC
Full-time
Onsite
Mid LevelVictorian Senior Care is seeking an Office Manager to oversee daily functional accounting, communications, and documentation for their Assisted Living Community. The role involves managing business office operations, human resources, and clerical tasks while ensuring compliance with regulations and maintaining confidentiality.
Elder CareHealth CareHospital
Responsibilities
Provide the overall daily functional accounting, communications and documentation requirements of the Assisted Living Community financial and personnel records while insuring confidentiality of all resident’s and personnel records
Respond and act in the absence of the Administrator/ Executive Director
Manage Business office internal/external communication including answering incoming telephone calls and taking and delivering accurate messages and/or transferring calls to appropriate recipients
Greet visitors and provide assistance to them as needed
Compose and type internal and external memos/letters as requested
Receive and distribute facsimiles
Understand and follow all regulations as required by HIPAA
Sort and distribute mail to residents and staff daily
Either forward mail to residents after they have moved, or return the mail to the sender (whichever is appropriate or necessary)
Work cooperatively with all other staff and relate favorably to residents, their families and service providers
Develop and maintain positive communication with internal and external vendors and regulatory agencies
Notify Director of any resident, families or staff concerns including neglect, abuse and exploitation
Manage Business Office Accounts Receivable and/or Payables as the Point of Contact for potential and new admissions regarding resident finances and assisting families/residents with understanding of Medicaid and/or other cost of care payment options
Handle cost of care including creation/mailing of monthly invoices, receipt and deposits of monthly resident checks with accurate record keeping/reporting financial information to home office per policy, maintain Population and Financial Report
Follow up with SA, SSI, SS, families and assist with collections
Handle resident funds by distributing funds per facility policy to residents, maintaining an accurate personal funds accounting system including monthly personal funds balance and weekly cash on hand balance, and paying residents bills per their written request
Manage Facility Petty Cash including payment to vendors and recapping for the home office and maintaining appropriate documentation, ensuring Budget is maintained and reporting any budget discrepancies to the Director
Ensure payables made by the home office are sent to the responsible person at the home office
Maintain resident attendance sheets and turn in weekly to home office
Responsible for posting positions, fielding applicants to the Administrator/Designated Manager and carrying out hiring process on ICIMS
Responsible for New Hire Paperwork and maintaining employee records
Responsible for insuring pre-requisites and training is current for newly hired staff and current staff
Responsible for maintaining staff attendance sheets
Responsible for Payroll Process
Responsible for Workers Compensation Records and documentation including annual OSHA posting requirements
Responsible for ensuring that current and applicable labor laws are posted in an area accessible to all staff
Responsible for understanding and communicating of Personnel Policy
Order and maintain inventory of office supplies
Routine cleaning of office equipment and reporting maintenance issues to appropriate vendor/home office
Maintain current list of residents and room locations
Maintain Emergency Face Sheets, distribute to management staff and update residents chart
Maintain Business office in a neat and orderly manner at all times including daily filing and presentation of the office
Keep necessary forms copied and updated
Act on behalf of the Administrator/Director in their absence to include Overall operations of the community ensuring quality care and state regulations are maintained and upheld
Participate and assist with Community Events
Attend required trainings which could include overnight travel
Perform other duties as required and requested by the Administrator/Director
Qualification
Required
High School Diploma or GED
Must be able to read, write, understand and follow directions
Must possess good written and verbal communication skills
Must be able to Lift, Push, or Pull minimum of 50 pounds
Must be able to Bend, Stoop, Squat, and reach overhead as needed
Must possess good computer skills and be able to work with Microsoft office, including development of excel spreadsheets
Must possess good financial understanding of Accounts Receivables/Payables, balancing checkbooks, etc
Must possess good Human Resource understanding
Must possess proven Customer Service skills and experience
Must have at least 8 years of driving experience, as this is a requirement of company's liability insurance carrier
Must have a clear SBI and DMV record and maintain them during period of employment
Must have a valid NC Driver's License and maintain during duration of employment
Must have no substantiated findings on the NC Personnel Registry or Health Care Program
Must possess knowledge of or be willing to learn the NC DHSR Adult Care Home Rules and Regulations
Must have a two-step tuberculin skin test (first test prior to hire and second test within two weeks of first test)
Preferred
some college
Company
Victorian Senior Care
Victorian Senior Care is non-profit organization providing senior care and hospitality services.
Founded in 2017
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase