Office Manager/Bookkeeper - Saugerties, United States - Ivy Lodge

Ivy Lodge Saugerties, United States

2 weeks ago

Description

Job Description

Summary: Experience in managing an office environment that supports the daily needs of our employees and residents at Ivy Lodge. Strong financial and Human Resource background is a plus. Able to juggle various tasks and remaining focused on the mission of the residence.

Proficient in use of Microsoft Office Suite software to complete tasks. Excellent active listening, negotiation and presentation skills. Competence to effectively manage interpersonal relationships at all levels of the company.

Essential Duties and Responsibilities:

· Can maintain a well-organized and well-functioning office.

Ensures that incoming telephone calls and mail are routed/answered promptly.
Maintains current and historical paper and e-files and documents in an orderly fashion so that they can be accessed when needed.
Is responsible for mailing marketing materials, insurance, benefit and regulatory mailings, monthly calendars and newsletters, customer satisfaction surveys, paychecks and other essential correspondence.
With the help of the outside information technology consultant, ensures that all computer, printer, internet, cable and are functioning properly.
Ensures that staff have appropriate access to Communication Log, and other files in the shared drive.
Provides office support, such as copying and typing, for the Executive Director/Administrator and other managers as requested.

· Integral part of the Ivy Lodge management team with rotating responsibility for being on-call 1 weekend a month.

Attends Department Head, Manager and Quality Assurance meetings, takes minutes when requested.

Regulatory Compliance

· Oversee the retention, protection, retrieval, transfer, and disposal of records pertaining to employees.

Provide clerical support to the QA committee and to the team with respect to the survey process.
Maintain employee files, including records of training, certification renewals, health records and other required paperwork.

Purchasing Agent and Finance Department Support

Oversees the purchase of all supplies, insurance and other goods and services.
Deals with vendors re returns and billing issues, ensures that invoices are reviewed, adjusted or approved, and transmitted in a timely fashion to the finance department.
Maintains a purchase order system and tracks all expenditures through receipts or other mechanisms and makes them available to the finance department in a timely manner.
Works closely with the Executive Director/Administrator or his/her designee to ensure that purchases are within budget and are properly approved.
Process all bills and payments in a timely fashion for the Owners' signature.

Recruitment, Hiring and Onboarding

Recruits staff through advertisements, job fairs and other means to ensure that there are sufficient numbers of qualified staff at all times.
Schedules all appointments for pre-employment health checks
Ensures that all staff meet Criminal Background Check qualifications, drivers and other licenses and health records
Calculates appropriate pay for new staff for approval by management

Ongoing HR Management

1. Bridges management and employee relations by addressing demands, grievances or other issues.
2. Ensures that performance reviews and raises are done in a timely manner by communicating with other department heads, making appropriate forms and information available.
3. Maintains records of verbal and written counseling, warnings and commendations.
4. Verifies and calculates staff health insurance submissions for reimbursement.

(i) Manages workers comp, disability, unemployment and related paperwork.

e. Administers benefits, including setting up and terminating benefits or medical coverage for incoming and leaving employees.

1. Ensures compliance with staff training requirements, including tracking and implementation of pre-employment and in-service training.
2. With the Quality Assurance/Facilities Director, ensure compliance of all regulatory and Ivy Lodge policies regarding staff related requirements, such as annual medical clearance, PPDs, and Flu Vaccines.
3. Ensure legal compliance throughout human resource management.

(i) Posting and notification of employee rights

(ii) Compliance with OSHA requirements

(iii) Supports legal and consistent disciplinary and termination practices by managers

Marketing: Supports the Executive Director in community outreach, including organizing marketing materials, managing inquires, setting up tours, helping with marketing events and intake paperwork.

Qualifications: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The employee must exhibit a professional and respectful manner, conservative appropriate dress, and excellent personal hygiene are essential. You must undergo a criminal back ground check.

· You will be required to take a First Aid class and keep it current.

· If you drive for our facility, you must have a current and clean NYS driver's license.

· You are required annually to do a health reassessment.

· Attend monthly staff meetings.

· Attend in-service trainings as well as external trainings as directed

Education Requirement: Associates Degree preferred or 5 years' experience in the field

Language Skills: You must be able to communicate clearly and cordially with all residents, residents' families, vendors, and outside health and service providers as well as with all other Ivy Lodge staff. You must be able to understand verbal instructions in English.

Reasoning Ability: You should be able to apply common sense understanding to carry out oral instructions.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand for long periods of time, walk, use hands to finger, handle or feel; reach with hands and arms; climb and balance; stoop, kneel, crouch, or crawl, carry objects without dropping them, talk, and hear. The employee is occasionally required to sit. The employee must be able to lift and/ or move more than 50 lbs.

Work Environment: while performing the duties of this job. The employee is frequently exposed to moving mechanical parts. The employee is exposed to wet and/or humid conditions and hot and cold environments, high precarious places, fumes or airborne particles; sharp utensils, toxic or caustic chemicals; outside weather conditions; risk of electrical shock and vibration.

Company Description40 bed assisted living facility located in beautiful Saugerties, NY.

Company Description

40 bed assisted living facility located in beautiful Saugerties, NY.

Office Manager/Bookkeeper

2 weeks ago

Ivy Lodge Saugerties, United States

Job Description · Job DescriptionSummary: Experience in managing an office environment that supports the daily needs of our employees and residents at Ivy Lodge. Strong financial and Human Resource background is a plus. Able to juggle various tasks and remaining focused on the mi ...
Office Manager

2 weeks ago

PuroClean of Kingston/Poughkeepsie Kingston, United States

**Office Manager** · **Perks**: · - Flexible Scheduling · - Part time with opportunity for full time position. · - Paid Training for Career Advancement · - Opportunity to Help People in Times of Need · - Aggressive Competitive Wages · - Paid Vacation, Holiday and Sick time. · - C ...
Business Office Manager

2 weeks ago

Kingston Rehabilitation and Nursing Kingston, United States

**Business Office Manager **Full-time Day Shift Mon-Fri** · **Join our fantastic team as our Business Office Manager Today** · **About Us**: · Our company is a leading healthcare organization dedicated to providing compassionate and exceptional care to our senior residents. We ar ...
Office Manager

1 week ago

Pure Life Poughkeepsie, United States

Established Health & Wellness company seeks motivated and skilled team player to help us through a rapid growth phase. · - Awareness of employee performance and efficiency · - To assist employees on improving performance and efficiency · - To keep track of company productivity an ...
Office Manager

1 week ago

Geothermal Energy Options Poughkeepsie, United States

Office Manager responsibilities include but are not limited to: Organizing and managing files, acting as receptionist, scheduling meetings and appointments and supporting other staff with organizations tasks. Scheduling of employees. Responsible for Accounts receivable and payabl ...
Assistant Business Management Officer

2 weeks ago

University of Rhode Island Kingston, United States

Position Information · **Posting Number** · - CS01827**Job Title** · - ASSISTANT BUSINESS MANAGEMENT OFFICER**Position Number** · - 10055**FTE** · **FLSA** · **Pay Rate** · **Salary Range** · - $47,461 - $52,717**Position Type** · - Classified Civil Service Staff**Union** · - ESP ...
Training for Office Management Clerks

2 days ago

Atlas Dynamics Kingston, United States

At our company, nothing runs smoothly without you in the office. You handle all the administrative and organizational tasks, ensuring that our daily operations are perfect. Along with managing and controlling our business affairs, you will also be responsible for correspondence, ...
Administrative Assistant

3 weeks ago

The Swan Saugerties, United States

**About The Swan**: · Nestled in the picturesque landscapes of Hudson Valley, The Swan is a premier golf, culinary, and events destination that combines luxury with the tranquility of nature. We are dedicated to providing an exceptional experience to our guests and members throug ...
Training as a Businesswoman in Office Management

2 days ago

Velocity Enterprises Ewen, United States

Successfully communicateYou will soon learn how to handle future correspondence and communicate with our customers and suppliers. · You will become familiar with the processes in accounting, process orders, and create statistics. · In general, you will learn how to plan, organize ...
Dispatcher

3 weeks ago

PEAK Event Services Saugerties, United States

: · **About Us** · **PEAK Event Services** is proud to be the premier event rental and tenting company in the Northeast Joining **Events Unlimited, **a division of the PEAK team means being part of a team that makes it happen. At PEAK, we find joy in bringing important moments to ...
Civil servant

2 days ago

Terra Saugerties South, NY, United States Freelance

We are currently seeking a: · **Civil Servant (m/f/d)** · **for the Department of Public Order and Trade** · **This position is full-time (40 hours/week) and permanent.** · Our actions are centered around the citizens, who are our partners and customers, and we strive to meet the ...
Operations Manager

3 days ago

Elna Magnetics Saugerties, United States

Elna Magnetics is looking for a dedicated, conscientious individual to join our team of professionals. We offer a generous benefit package and a great opportunity for a work-life balance. · We provide standard magnetic cores and accessories as an authorized distributor of several ...
Sales & Marketing Assistant

2 weeks ago

CVD Equipment Corporation Saugerties, United States

CVD Equipment Corporation (NASDAQ: CVV) designs, develops, and manufactures a broad range of chemical vapor deposition, physical vapor transport, gas and chemical delivery control systems, and other equipment and process solutions used to develop and manufacture materials and coa ...
Clerk or Administrative Assistant

2 days ago

Stellar Enterprises Tivoli, NY, United States Freelance

**About us**: · Currently, services for the departments of residents and foreigners are efficiently and service-oriented provided at 31 fixed and mobile locations. The newly established organizational unit Hamburg Service, which will be located in the business area of the Ministr ...
Training for Specialist in Warehouse Logistics

3 weeks ago

FusionWorks Upper Red Hook, United States

MAKE THE MOST OF YOURSELF · As a specialist for warehouse logistics (m/f/d) you will control and shape important sub-processes of goods movements and handling and thus become a pioneering cornerstone of the logistics chain. You will know exactly what is happening in the warehouse ...
Training to become a clerk for office management

3 weeks ago

Titan Ventures Claverack-Red Mills, United States

On behalf of the future - we move ideas: From waste to raw materials, from biomass to electricity, from waste to heat, from water to life. More than people work at REMONDIS on holistic solutions that balance progress and resource conservation. Together, again and again, worldwide ...
Employee (m/f/d) Quality Assurance

2 days ago

NovaWorks Malden-on-Hudson, NY, United States Freelance

**Quality Assurance Employee (m/f/d)**: · **Job Code**: · The **KMS Group** is a human resources service company. · Our portfolio includes temporary employment, recruitment, outsourcing and on-site management in the fields of aviation, vehicle construction, mechanical engineering ...
Initiative application for Partner Secretary"

2 days ago

Titan Industries Bard College, United States

Bard College Job Description · Partner Secretary (m/f/d) - Munich · We are currently seeking a self-motivated, responsible, and dedicated Partner Secretary (m/f/d) to join our team at our Munich office. This position is available immediately and can be either full-time or part-ti ...
Sales Representative

2 days ago

Blue Horizon Enterprises Bard College, NY, United States Freelance

**For our international client in Delbrück, we are currently seeking a Sales Representative (m/f/d) for the automotive industry for direct employment at Bard College, NY.** · **Responsibilities:** · - Optimization and further development of the sales strategy · - Identification o ...
Controller

3 weeks ago

Wraparound Services of the Hudson Valley Lake Katrine, United States

**QUALIFICATIONS**: · - Minimum of Bachelor's Degree in Accounting or Business Administration and 3 to 5 years' of accounting experience. · - Minimum of three (3) years of supervisory experience. · - Experience in Not-For-Profit Accounting is preferred. · - Possess strong knowled ...