Apply Description

Episcopal SeniorLife Communities Mission:

We provide high quality services from skilled nursing and restorative care to housing, assisted living and community-based wellness programs. We are committed to meeting each individual’s needs, in a culturally competent manner, supporting family and loved ones through transitions, and fulfilling our pledge…

Life. Inspired Every Day.

Full-Time, Days 

Pay Range - $22.00 - $25.00 

Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency, including assisting the Executive Director with oversight of support staff, management of supplies and facility financial reconciliation.    

ESSENTIAL JOB FUNCTIONS 

Assist the Executive Director with their daily schedule and duties, to include managing their calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.) This position additionally assists with supervision of housekeeping staff and supervision of front desk reception. Provide general administrative support to the Ashley Woods management and residents to include:Answer and direct all incoming calls in a professional manner. Screen calls and take appropriate messages.Greet and direct visitors, residents and employees of Ashley Woods and refer all inquiries to appropriate parties.Maintain office equipment, manage the inventory of supplies, ordering additional supplies as needed and ensuring that costs are appropriately managedDistribute mail and ensure that all deliveries are directed appropriately.Submission of payroll as assigned.Distribute payroll weekly.Management of reception coverage and scheduling. Arrange meetings, special functions, conference calls (including coordinating meeting logistics, developing agendas and meeting materials, etc.) Prepare correspondence, mailings, reports, notes, presentation materials as requested.Record and distribute notes/minutes of meetingsAssist with review of documented policies and procedures and revise and update as needed.Maintain/Manage Facility Services Mandatory InspectionsPerform move-in/move-out duties per protocol. Update Resident mailboxesAssist in making meal reservations for residents and guests. Record and submit meal ticket money and forward to ESLC finance for processingMaintain an awareness of all duties regarding emergency response Update emergency contact information, resident phone numbers and employee rosters as needed.Monitor residents on a daily basis; contact appropriate parties for residents who exhibit unusual behavior.Supervise housekeeping staff and maintain housekeeping records.Management of reception coverage and scheduling.Provide other daily support to staff and residents as neededPerform billing and accounting functions to include:Manage the census and update all resident information for billing and track other data in the SOS systemCoordinate the ancillary billing process with managers and ESLC finance departmentProduce and distribute monthly resident statements, (addressing resident questions)Complete all month end resident reportingCollect, record and prepare payment transmittals and forward to ESLC finance department for processingApprove ACH withdrawals received from ESLC finance departmentFollowing up on uncollected accounts and place note in SOS systemManage the Resident Spending Account including providing cash to residents/families as needed, gathering, recording checks, cash and receipts and preparing a transmittal to forward to ESLC finance for processing. Maintaining sufficient account balances and providing quarterly statements Develop and manage the Administrative office budgetDevelop and maintain files including resident files and picture bookDevelop and maintain various financial databases and reportsCollect, record and prepare payment transmittals for all rent paymentsReconcile credit card statements and allocate charges as directed. All other duties as assigned. Requirements

QUALIFICATIONS:  

Excellent communication, organizational and time management skills. Computer word processing and spreadsheet experience, including Microsoft Work, Excel, Power Point and Publisher. Ability to take and give direction, follow up on requests and effectively manage diverse responsibilities and tasks. Strong customer service focus. Strong team player. Ability to interact courteously and tactfully with staff, residents, family members, visitors, vendors and the general public. 

EDUCATION:

Associate’s in Applied Science or a minimum of five years of experience as an office manager/administrative manager.

EXPERIENCE:  

At least two year’s demonstrated experience in office management/administrative management.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Performing duties of this job requires occasional walking and standing in and around the reception area, and lobby. Must be able to occasionally lift loads of 30 pounds without assistance and the ability to sit, talk, and hear is required. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus.

WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The majority of essential job duties are performed indoors, in a normal office environment. Being located at the main entrance of the building may expose the employee to drafts and temperature fluctuations.  

SUPERVISORY RELATIONSHIP: The work is performed within established guidelines, and requires periodic supervision. The employee exercises some initiative and independent judgment to effectively perform the essential job duties of this position.

RESPONSIBILITY FOR OTHERS: The employee may have responsibility for others. Will be required to assist in training all new relief and per-dem receptionists.

SAFETY RESPONSIBILITIES: Shall be fully acquainted with all safety policies and procedures of the Church Home. Takes an active role in all fire drills during the shift and/or emergencies for internal and external disasters as monitored by supervisor and incident manager. Must comply with facility in-service requirements.