Office Manager

Join a team that makes a difference in the lives of our clients and their families. If you are looking for a career that offers professional growth, a positive work environment with team morale and camaraderie, a team that supports each other to impact the growth and success of their company and allows our clients to age in the comfort of their homes while helping them keep and gain their independence, Senior Helpers of Santa Barbara is the company for you.

As the Office Manager, you will be a vital team member in the daily operations of our company. You will contribute to scheduling, assist with hiring, maintain physical and electronic files, perform billing and payroll roles, support other departments, and coordinate office resources - all the things needed to make sure we are running the best home care agency possible.

• Great Place to Work® Certified
• Autonomy
  —We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging.
• Task Variety
  —We provide an engaging workday that uses your various skill sets to avoid monotony.

• Manages workload based on SMART Goals and personal initiative and prioritization.
• Answer incoming phone calls in a pleasant, courteous manner and assist the caller.
• Perform Service Inquiries.
• Share information with prospective employees.
• Maintain an excellent rapport with clients and caregivers and effectively promote positive interpersonal relationships.
• Select, schedule, and coordinate caregivers based on new and existing clients' assessment and care plan information.
• Complete billing and payroll functions to meet company deadlines.
• Monitor employees pay rates and hours to ensure accuracy.
• Ensure invoices are completed accurately, timely, and according to company policy. Maintain all necessary records related to LTC and Medicaid / governmental programs.
• Follow up on receivables per company policy.
• Track and request authorizations as needed for third party payors.
• Perform general office functions such as sorting mail, data input, and file maintenance.
• Record incoming deposits and monitor the outstanding receivables continually to ensure we do not have aging invoices.
• Create and send client welcome packets and prospect information.
• Prepare client and caregiver files.
• Create new hire packets and employee handbooks.
• Perform interviews for prospective caregivers.
• Verify complete caregiver information in the file after hiring.
• Input caregiver information into home care software.
• Complete caregiver reference checks and criminal background checks.
• Ensure all information is filed correctly, organized, and easily accessible.
• Compile Care Plan binders, Client Welcome Packets, Employment paperwork, and other documentation.
• Ensure all communication is sent promptly according to policy.
• Review timesheets for any significant change in client status, indicate in the caregiver notes section, and adequately document the information.

This job description may be modified at any time. Other duties and responsibilities may be assigned.

• Team player with a positive attitude and independent solid work ethic.
• Excellent interpersonal and communication skills with clients and internal staff.
• Proactive problem solver.
• Proficient with standard office equipment.
• Proficient with Microsoft software (MS Word and Excel).
• Adept at reading, writing, and interpreting industry-specific documentation, policies, procedures, or manuals.

• Monday-Friday 8am-5pm (or similar) in our office on State St near Mission.

Job Benefits:

• Dental Insurance
• Vision Insurance
• Short term & Long-term Disability
• Paid Time Off
• Life Insurance
• Bonus structure
• Varied Discount Programs

We are an independently owned and operated franchisee of SH Franchising, LLC dba Senior Helpers®. We opened our doors in 2008 and have been locally owned and managed since then. We enjoy a strong presence in Santa Barbara's senior care community. Our services range from specialized care for those with chronic diseases to companion services for seniors looking for assistance with daily activities.

Our mission is to provide compassionate care and improve the quality of life for our clients, their families, and our employees.

We are proud to be an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws.