Job Descriptions For Winning Wheels

Office Manager

PURPOSE OF YOUR JOB POSITION

The primary purpose of your job position is to perform secretarial duties, recordkeeping functions, administrative detail and follow-up functions to assist the Administrator in meeting the administrative needs of the facility in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are maintained at all times.

DELEGATION OF AUTHORITY

As Office Manager, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

JOB FUNCTIONS

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the positions.

RISK EXPOSURE CATEGORIES:

1 = Tasks may involve exposure to blood/body fluids.
2 = Tasks do not involve contact with blood/body fluids but could result in performing a Category 1 task.
3 = Tasks do not involve any risk of exposure to blood/body fluids.

ADMINISTRATIVE FUNCTIONS:

  • Assist the Administrator in planning, developing, organizing, implementing, evaluating, and performing administrative procedures. 3
  • Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility. 3
  • Interpret the facility's polices and procedures to personnel, residents, family members, visitors, etc., as directed by the Administrator. 3
  • Create and maintain an atmosphere of warmth, personal interest, and positive environment throughout the facility. 3
  • Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of services. 3
  • Accumulate, maintain and provide statistical data as directed. 3
  • Assist in the establishment and maintenance of an adequate filing system. 3
  • Maintain insurance programs concerning liability. Workman's compensation, etc., as directed. 3
  • Release information in accordance with established policies and procedures. 3
  • Represent the facility at and participate in meetings as required by the Administrator. 3
  • Ensure administrative functions are carried out promptly for an efficient operation. 3
  • Delegate administrative authority, responsibility, and accountability to other responsible persons. 3
  • Make written and oral reports/recommendations to the Administrator concerning administrative procedures. 3
  • Assure that the office is maintained in a clean, safe, and confidential manner and that necessary equipment and supplies are maintained to perform required duties. 3
  • Assist in standardizing the methods in which work will be accomplished. 3
  • Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator as required. 3
  • Provide information to resident/families as necessary, or refer to appropriate department or agency. 3
  • Assist in administrative studies and projects as assigned or that may become necessary. 3
  • Work with the facility's consultants as necessary and implement recommended changes as required. 3
  • Assist in setting standards for administrative personnel. 3
  • Schedule appointments, process mail, answer phones, etc. Keep the Administrator advised of meetings, appointments, as necessary. 3
  • Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff. 3
  • Respond to inquiries in a courteous manner. Refer to appropriate staff personnel as required. 3
  • Type and prepare confidential reports and financial data as directed. 3
  • Assist in solving administrative problems that may arise. 3
  • Proofread and correct letters, drafts, reports, etc., for grammar, punctuation, spelling, etc. 3
  • Assist in coordinating and planning activities of the facility. 3
  • Coordinate staff meetings, conferences, etc. Maintain schedules as appropriate. 3
  • Perform various secretarial duties for other staff members as necessary. 3
  • Assist in implementing the day-to-day policies and procedures governing the payroll functions. 3
  • Perform duties relative to the facility's overall payroll functions. 3
  • Process and verify time cards, etc., on a timely basis. 3
  • Maintain payroll deduction authorization records for each individual employee. 3
  • Verify work schedules against time cards when necessary. 3
  • Prepare payroll records for computer input. 3
  • Verify employees with work and personnel records as necessary. 3
  • Maintain time cards in accordance with current regulations. 3
  • Communicate with department directors/supervisors concerning payroll matters. 3
  • Assist in the establishment/maintenance of adequate payroll records. 3
  • Maintain a record of all deductions from each employee's paycheck. 3
  • Make written and oral reports/recommendations to the Administrator/Corporate Business Office concerning payroll functions. 3
  • Perform administrative functions as necessary or directed. 3
  • Develop and utilize computer reports and output. 3
  • Assist in preparing financial and statistical reports concerning payroll information as directed. 3
  • Assist in preparing and implementation of changes in our payroll accounting system as necessary or directed. 3
  • Assist in the preparing and implementation of changes in our payroll accounting system as necessary or directed. 3
  • Perform functions of data entry processor as necessary. 3
  • Assume the administrative authority, responsibility, and accountability of directing our payroll functions and programs. 3
  • Other as deemed necessary and appropriate to assure that our payroll functions are maintained in an efficient manner. 3
  • Maintain confidentiality of all payroll information. 3
  • Other related duties and responsibilities that may become necessary or as directed by the Administrator. 3
  • Coordinate administrative procedures with other departments as necessary. 3

COMMITTEE FUNCTIONS:

Serve on various committees of the facility as appointed by the Administrator. 3

STAFF DEVELOPMENT:

Develop and participate in programs designed for in-service education, on-the-job training, and orientation classes for newly assigned. 3 Attend and participate in workshops, seminars, etc. to keep abreast of current changes in administrative procedures. 3

RESIDENT RIGHTS:

Maintain confidentiality of all pertinent resident care information to assure resident rights are protected. 3 Assure that residents' rights are well established and maintained at all times. 3

WORKING CONDITIONS

  • Works in office areas as well as throughout the facility.
  • Sits, stands, bends, lifts and moves intermittently during working hours.
  • Is subject to frequent interruptions.
  • Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions.
  • Is subject to hostile and emotionally upset residents, family members.
  • Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
  • Is subject to frustrations in keeping up with administrative requirements.
  • Attends and participates in continuing education programs.

EDUCATIONAL REQUIREMENTS

Must possess a high school diploma. (A Degree in Business Administration is preferred but not necessary.)

EXPERIENCE

Must have, as a minimum, two (2) years experience in an administrative supervisory capacity. Must have knowledge of insurance procedures, contracts, etc, covering business transactions. Must have knowledge of office machines and equipment, including computers. Experience with commonly used software applications preferred (i.e. Windows �98, Microsoft Word; Genesis).

SPECIFIC REQUIREMENTS

Must be able to:

  • Read, write, speak, and understand the English language.
  • Possess the ability to make independent decisions when circumstances warrant such action.
  • Possess the ability to deal tactfully with personnel, residents, visitors, and the general public.
  • Knowledgeable of laws, regulations and guidelines pertaining to long-term care administrative procedures.
  • Possess the ability to work harmoniously with personnel.
  • Possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc. that are necessary for providing proper administrative procedures and maintaining a sound operation.
  • Maintain the care and use of supplies, equipment, etc., and the appearance of the office by regular inspections and appropriated follow-up actions.
  • Have patience, tact, cheerful disposition and enthusiasm, as well as be able to handle residents, staff, based on whatever maturity level at which they are currently functioning.
  • Possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
  • Be able to type a minimum of 60 words per minute and use a 10-key calculator.
  • Be knowledgeable in computer applications and data entry.

PHYSICAL AND SENSORY REQUIREMENTS (With or Without the Aid of Mechanical Devices)

Must be able to:

  • Move intermittently throughout the workday.
  • Speak and write the English language in an understandable manner.
  • Cope with the mental and emotional stress of the position.
  • See and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
  • Function independently, have personal integrity, have flexibility and the ability to work effectively with other personnel.
  • Be in good general health and demonstrate emotional stability.
  • Relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
  • Operate office, business, and accounting machines, data processors, word processors, etc.
  • May be required to lift, push, pull, or move equipment, supplies, etc., in excess of fifty (50) pounds.
  • Assist in the evacuation of residents.

Tasks assigned to this position do not involve exposure to blood/body fluids.