Administrative Service Manager

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.

Starting Pay Rate $18.75

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.).
• Provide general administrative support to the Seabury 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 Seabury 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 managed
• Distribute mail and ensure that all deliveries are directed appropriately.
• 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.
• Assist with review of documented policies and procedures and revise and update as needed.
• Maintain/Manage Facility Services Mandatory Inspections
• Perform move-in/move-out duties per protocol. Update resident mailboxes
• Assist in making meal reservations for residents and guests. Record and submit meal ticket money and forward to ESLC finance for processing
• Maintain an awareness of all duties regarding emergency response 
• Update emergency contact information, resident phone numbers and employee rosters as needed to include Seabury Woods patio homes
• Monitor residents on a daily basis; contact appropriate parties for residents who exhibit unusual behavior
• Provide other daily support to staff and residents as needed
• Perform billing and accounting functions to include:
• Manage the census and update all resident information for billing and track other data in the SOS system
• Coordinate the ancillary billing process with managers and ESLC finance department
• Produce and distribute monthly resident statements, (addressing resident questions)
• Collect, record and prepare payment transmittals and forward to ESLC finance department for processing
• Approve ACH withdrawals received from ESLC finance department
• Following up on uncollected accounts and place note in SOS system
• Manage 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 maintain files including resident files and picture book
• Develop and maintain various financial databases and reports
• Collect, record and prepare payment transmittals for all rent payments
• Reconcile 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. 
• Associate’s in Applied Science or a minimum of five years of experience as an office manager/administrative manager.
• 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