Administrative Office Coordinator FT

Luther Park Community has a unique career opportunity for an Administrative Office Coordinator to work at our beautiful Assisted Living facility, the Gardens.

This person will provide administrative and secretarial support to the Assisted Living Manager and staff of the Gardens at Luther Park. Serve as the first point of contact for residents, families and employees. Independent judgment is required to plan, prioritize and organize diversified workload and recommend changes in office practices or procedures.

There are a variety of duties that this position is responsible for including but not limited to:

Administrative Support

• Perform customer service functions by assisting residents, family members and employees and directing to the appropriate person.
• Answer phones and direct calls to the appropriate person.
• Provide administrative support to Assisted Living Manager, health services and activity departments.
• Assist with census development by conducting and scheduling tours for prospective residents/families.
• Assemble admission packets with current information.
• Enter new resident information into electronic health records and update as needed.
• Maintain resident roster and provide occupancy reports as requested.
• Monitor doors and video cameras and report any concerns to the AL Manager.
• Order office and nursing supplies as needed.
• Distribute mail/packages to residents' doors.
• Activate key FOB for new residents, family members and employees and keep accurate record of FOB distribution as well as maintain key cabinet.
• Maintain calendar of resident appointments and coordinate transportation when needed.
• Assist with staff meetings, community events, assisted living week etc.
• Manage building-wide employee communications.
• Maintain TV monitor in lobby.
• Update Emergency Preparedness binders monthly.

Employee Scheduling

• Develop nursing schedule, post at least three weeks in advance, and ensure that all shifts have adequate nursing coverage.
• Process missed punches, employee absences and other variations to schedule in the time and attendance system.
• Assist management staff with approving bi-weekly payroll
• Assist in scheduling meetings with AL Manager.

Accounting

• Serve as back up to AL Manager for generating monthly billing statements for residents ensuring they accurately reflect charges for rent, health care packages and/or other charges.
• Distribute monthly resident invoices either by delivery or mailing to responsible party.
• Manage collection of past due accounts.
• Assist with deposits and accounting of revenue from resident payments.
• Serve as the liaison to long term care insurance companies and provide information as requested and ensure payments are credited to the correct resident.
• Maintain petty cash and perform monthly reconciliation.
• Collect guest and resident dining forms and send to finance department for processing.
• Manage employee meal ticket program using payroll deduct forms. Sell meal tickets to Independent Plus residents.

Other Responsibilities

• Oversee concierge volunteer program.
• Comply with Luther Park Community policies and procedures.
• Perform other duties as assigned by the AL Manager.

QUALIFICATIONS:

• High school diploma or GED required.
• Minimum of one year of administrative and/or billing experience.
• High level of proficiency with computer programs including but not limited to Outlook Word, Excel and PointClickCare.
• Strong attention to detail and math skills required.
• Excellent written and verbal communication skills.
• Highly organized.
• Must be able to read, write and understand the English language.