Administrative Services Manager

Administrative And Human Resource Duties

Minimum Qualifications

Bachelor's degree required. Candidates without a degree may be considered with an associate's degree and years of experience/personal characteristics. Minimum of one year's work experience in a related field. Valid driver's license and proof of insurance. Basic computer skills including knowledge of medical records software, Microsoft Office software and ability to navigate internet search engines.

Administrative Duties

Perform general secretarial and administrative duties as requested by the Executive Director in support of all departments within the facility. Serve as secretary to various facility committees as directed and provide requested written and/or oral reports. Represent the facility in dealings with governmental agencies and third-party payers. Maintain and update business agreements, provider contracts, and related documents. Ensure that adequate supplies and equipment are on hand and maintained in good order to meet day-to-day operational needs of residents and staff. Monitor office procedures to ensure that supplies are used in an efficient manner to avoid waste. Perform admission, reception, telephone and/or switchboard duties as necessary/directed. Assist with facility technology equipment and software systems (IE: Point Click Care, Maintenance Care, ESI phone system, etc). Make appointments, run errands, and/or deliver messages as requested. Schedule and participate in departmental meetings and facility committees as assigned. Serve as the in-house HIPPA and Compliance Officer. Serve as Front Desk staff Supervisor.

Human Resource Duties

Coordinate ID Badges for all employees. Coordinate New Employee Orientation. Obtain consent and acquire Criminal Background Checks for all employees. Process personnel matters and maintain all such information and files in a confidential manner. Maintain employee attendance, insurance, and other benefit records. Assist in the establishment and maintenance of an adequate filing system, including records of current and discharged residents and employees. Ensure that all employees verify their time sheets and make corrections as needed. Prepare payroll information and submit it to the corporate office for processing. Distribute payroll checks and maintain signature sheets. Assist departmental supervisors in the scheduling of training and orientation programs to ensure that current material and programs are continuously provided. Maintain in-service training records and track employee attendance and participation. Keep track of staff birthdays/anniversaries and coordinate staff appreciation efforts. Coordinate new employee training in CPI, CPR, and CEU's as a liaison between the facility and Central HR. Coordinate between facility employees and Central HR re: insurance, 401K, vacation/sick requests, bonuses, trainings, Direct Deposit, etc. Solicit and oversee documentation and distribution of correspondence between facility and Work Comp/Unemployment. Administer counseling and/or disciplinary actions fairly and in accordance with the facility's policies and procedures with employees upon request of supervisor. Track employee disciplinary actions. Serve as contact person for scheduling new employees for physicals and/or fingerprints as indicated for Central HR. Assist in scheduling agency staffing as needed and verify invoicing.

Significant Responsibilities

Requires ability to be objective and communicate in a positive way which enhances a team approach to care. Requires the ability to be responsible for clerical duties and carry out tasks in a timely manner. Be able to therapeutically engage with residents regardless of their manner of presentation. Assist residents with problem solving and crisis management. Maintain composure in stressful situations and effectively deal with family members, visitors, community providers and personnel from regulatory and accrediting organizations. Be able to receive and carry out directives. Have the ability to effectively direct and supervise personnel. Possess excellent organizational and time management skills. Possess the ability to make independent judgements when required as well as act as an integral member of the facility's interdisciplinary teams. Act as a role model in team spirit, conduct, and appearance, dependability, and fulfillment of facility objectives. Maintain a personal schedule which can accommodate emergency situations and any other need for extended or altered hours.