SUMMARY:

We are offering Home Care services in the Glendale community in Arizona as part of the HomeWell Care Franchise and are seeking talented and diligent professionals to join our team.

Under the direction of the General Manager, the Office Manager is responsible for organizing and coordinating administrative duties and processes to ensure agency operations run smoothly. In addition to oversight of administrative personnel, this position manages accounts payable and accounts receivable for the agency to include client billing and employee payroll and provides general human resource functions. This is a safety sensitive position.

MINIMUM QUALIFICATIONS:

• High school graduate; BA or BS preferred.

• Proven office management, administrative or assistant experience.

• Knowledge of office management responsibilities, systems and procedures.

• Knowledge of accounting/bookkeeping principles.

• Knowledge of human resource management practices and procedures.

• Proficiency with Microsoft Office suite, data entry, and word processing.

• Able to exercise initiative, problem solve and apply sound judgment.

• Must possess excellent communication, time management, and leadership skills.

• Must be a highly organized multi-tasker who excels at working in a fast-paced environment.

• Must present a positive and professional business image.

• Must pass a criminal background check.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

OFFICE OPERATIONS / ADMINISTRATIVE OVERSIGHT

• Oversee general office operations to ensure efficiency of systems, procedures and workflow, adherence to policies and regulations, and a safe and secure working environment.

• Provide direct support to Senior Management, including such tasks as planning, coordinating, and producing work that requires a high level of discretion and confidentiality; manage schedules, calendars and appointments.

• Serve as liaison between administrative personnel and Senior Management, communicating needs and concerns so they can be handled expeditiously; promptly notify Senior Management of any departmental issues.

• Supervise, mentor, and coach administrative staff to ensure top performance; delegate tasks and assignments for timely project completion; monitor performance and discuss issues with staff.

• Manage staff schedules to ensure proper coverage during all business hours.

• Oversee the purchase and maintenance of needed equipment and supplies; review and approve office supply orders.

• Set up phone, email, and computers for administrative staff; provide technical and logistical support; coordinate needed assistance to troubleshoot problems.

• Actively participate in the planning and execution of agency events.

• Coordinate staff meetings; prepare agendas; maintain meeting notes; ensure needed deliverables are delegated to the appropriate agency staff member.

• Monitor recordkeeping processes and procedures; ensure physical and electronic filing systems are maintained and current.

• Assist with the development of policies and procedures for administrative functions.

• Uphold a strict level of confidentiality.

HUMAN RESOURCES

• Recruit, interview, select, onboard and train new administrative staff.

• Ensure employees are advised of available benefits; collect completed enrollment forms and process new enrollments by the required enrollment deadlines; update employee coverage or contact information as needed (including terminations); alert employees of yearly open enrollment; assist employees with benefit questions, directing them to the appropriate resources or contacting the carrier/broker on their behalf for further information.

• Alert Management of upcoming staff evaluations for all agency staff.

• Conduct administrative personnel performance evaluations, disciplinary meetings and terminations with input and feedback from Management.

• Oversee management of all personnel files in accordance with regulatory requires and agency policy, ensuring confidentiality and limited access to sensitive information.

• Provide employees with access to view their personnel files per agency policies and procedures.

• Manage internal staff relations and company communications.

• Update employee forms, notices and manuals in accordance with changing regulations and/or company policies and procedures.

• Receive PTO requests and provide to Senior Management for approval.

• Maintain basic knowledge of employment related regulations.

AR/AP

• Generate client invoices in accordance with established billing cycles; confirm irregularities and/or changes to clients with the appropriate staff member; provide to General Manager for review and approval; send to clients via email and/or mail.
• Promptly furnish billing, scheduling, and/or service documentation to third party payor sources at to ensure prompt payment to the agency and/or reimbursement to the client.
• Process client payments and reconcile accounts.
• Assist clients with any invoice or payment related questions.
• Monitor accounts receivable to mitigate delinquent accounts; follow up with clients and/or client representatives to ensure prompt payment for services; initiate collection of past due accounts; notify General Manager immediately of payment issues and/or past due accounts.

• Prepare agency payroll in accordance with established payroll cycles, ensuring data is accurate and verifying discrepancies between scheduled and worked hours with all appropriate staff members; provide to General Manager for review and approval; submit to payroll processor and review completed payroll to certify accuracy.

• Assist employees with any payroll related questions.

• Ensure employee information is accurately maintained in the payroll system and updated as needed, including but not limited to the addition of new hires; changes to pay rates, withholdings, benefit accrual and other employee data; and employee terminations.

• Verify accuracy of vendor invoices; reconcile issues with the appropriate agency staff and/or external vendors.

• Monitor accounts payable to ensure timely payment of invoices; provide reports to General Manager of upcoming and/or past payments due; generate payment for approved accounts and ensure any needed signatures are obtained.

• Enter, maintain and correct financial data in the required accounting and/or management systems.

• Investigate questionable data and recommend actions to resolve discrepancies.

• Audit and reconcile records and reports to maintain complete and accurate financial records.