Victorian Senior Care · 15 hours ago
Office Manager
Asheboro, NC
Full-time
Onsite
Mid LevelVictorian Senior Care is seeking an Office Manager to oversee the daily functional accounting, communications, and documentation for their Assisted Living Community. This role involves managing business office operations, human resources, and clerical tasks while ensuring confidentiality and compliance with regulations.
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
Management of Business office internal/external communication to include Answer incoming telephone calls and take and deliver accurate messages and/or transfer 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
Management of Business Office Accounts Receivable and/or Payables 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 to include, 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. Distribute funds per facility policy to residents. Maintain an accurate personal funds accounting system to include monthly personal funds balance and weekly cash on hand balance. Pay residents bills per their written request
Management of Facility Petty Cash to include payment to vendors and recapping for the home office and maintaining appropriate documentation. Ensure Budget is maintained and report 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- to include 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
Ordering and maintaining 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 to include daily filing and presentation of the office
Keep necessary forms copied and updated
Acting on the behalf of the Administrator/Director in their absence to include Overall operations of the community insuring 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
Ability to read, write, understand and follow directions
Good written and verbal communication skills
Ability to lift, push, or pull a minimum of 50 pounds
Ability to bend, stoop, squat, and reach overhead as needed
Good computer skills and ability to work with Microsoft Office, including development of Excel spreadsheets
Good financial understanding of Accounts Receivables/Payables, balancing checkbooks, etc
Good Human Resource understanding
Proven Customer Service skills and experience
At least 8 years of driving experience
Clear SBI and DMV record and maintain during period of employment
Valid NC Driver's License and maintain during duration of employment
No substantiated findings on the NC Personnel Registry or Health Care Program
Knowledge of or willingness to learn the NC DHSR Adult Care Home Rules and Regulations
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