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Administrative Services Manager
Peoria, ILMinimum Qualifications
Administrative Duties:
Human Resource Duties:
Significant Responsibilities
- Minimum formal education to include bachelor’s degree.
- 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.