JOB DESCRIPTION

Supervisor: Executive Director and Residents Account Director (*Dual Reporting Structure)

FLSA Status: Hourly, non-exempt

OVERALL JOB PURPOSE

MINIMUM JOB QUALIFICATIONS AND REQUIREMENTS

• Must be 21 years of age
• Prior management or administrative assistant experience of 1 year preferred
• General knowledge of residential / property management laws / guidelines
• Accounting or bookkeeping experience preferred
• Timekeeping and staff supervision preferred
• Demonstrated ability to communicate effectively (in English), both verbally and in writing, with residents and staff
• Meet state related requirements (if applicable to position)
• Ability to work in a team setting and be a team player
• Maintain a positive, respectful, and professional approach with coworkers and residents
• Possess efficient and effective organizational skills
• Possess excellent customer service and public-relation skills
• Ability to work under time constraints with little supervision and meet department deadlines
• Computer and software proficiency such as Microsoft Word, Excel, and Outlook are preferred

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Perform effective administrative support for the community, including Resident Accounts, Accounts Payable, Human Resources, Payroll, and Office Management
• Resident Accounts:
  Track all community accounting changes and appropriate documentation, including move-ins, move-outs, credits, proposed rate adjustment, and other related changes or corrections. Prepare and record all statements for the community, enroll residents in autopay, and assist in collection process with past due accounts. Ensure resident and payment documents are filed and stored appropriately and submitted in a timely manner
• Accounts Payable:
  Manage invoice lifecycle daily and weekly by providing incoming invoices to the appropriate department head, ensuring that the invoice has been properly coded in a timely manner by the department head or Executive Director, and regularly submitting the correctly coded invoice to AP for payment. At the direction of the ED, manage reconciliation of the monthly P-card statement including tracking receipts and verifying proper coding
• Human Resources:
  Conduct employee training programs such as new hire orientation, maintains employee personnel files, and completes New Hire and Termination paperwork in a timely manner. Facilitates enrollment and completion of required company training programs. Along with the Executive Director, manages employee work injuries to ensure all forms are completed thoroughly and submitted in a timely manner. Works directly with the HR team to communicate HR issues or concerns
• Payroll:
  Manage employee timesheets including reviewing daily for missed punches and submitting on time for payroll processing
• Office Management:
  Assist the Executive Director with the completion of documents, correspondence, and special projects as needed. Politely assists residents as necessary or assures other appropriate employees do so and maintains Resident and Guest Register. Monitors fax machine, directing incoming communications to appropriate person. Maintains favorable relations with Community Support office staff, residents, and vendors by responding to questions/requests in a timely manner. Performs simple, routine maintenance of office equipment
• Monitor the community to ensure that it remains safe, secure, and well-maintained
• Notifies maintenance of resident requests; may perform simple housekeeping-related duties as necessary when maintenance and/or housekeeping is unavailable
• Monitors resident call and exit alarm system and responds as necessary
• Performs clerical duties as directed
• Maintains inventory control system for all office supplies and notifies Supervisor of upcoming supply orders
• Represents the Community to visitors in professional, courteous, friendly manner
• Oversee community in conjunction with management team in absence of Executive Director. May act as MOD in rotation with community management with possible weekend shifts
• Performs other duties as assigned by Executive Director or Regional staff

OTHER JOB DUTIES AND RESPONSIBILITIES

• Perform all work assigned for the agreed-upon salary, accepting no additional payment or non-perishable gifts from residents, vendors, Community Management, or others
• Meet the assigned work requirements of the job. Regular attendance is required
• Serve as a role model for all employees by displaying a responsible, cooperative, and positive attitude
• May attend training or provide coverage in other locations
• Represent the Community in a professional, courteous, and friendly manner
• Adhere to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your supervisor
• Adhere to and follow company policies, procedures, and standards
• Promote resident advocacy and demonstrate excellent customer service at all times
• Maintain personnel, resident and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed)

PHYSICAL REQUIREMENTS

The Community reserves the right to revise the duties set forth in this job description at its discretion.