Job Description

Essential Job Functions (not comprehensive):

1. Provide executive support to the Director of Facilities.
2. Orders supplies for maintenance.
3. Updates HCC and IL contracts with new rates/rate changes.
4. ACH collection from residents (monthly).
5. Update IL census daily in MatrixCare.
6. Input and record posting of resident payments, charges, and credits to proper accounts.
7. Ensure that all AP entries and invoices are accurately entered and exported using the online AP platform
8. Perform weekly check runs; import file from online AP platform.
9. Work with vendors to resolve accounts payable issues.
10. Assist with preparation and distribution of monthly bills
11. Prepare daily bank deposits.
12. Run monthly OIG vendor report using designated web-based platform.
13. Complete monthly sales and use tax reporting.
14. Complete all MatrixCare Marketing functions after the signing of the Resale Reservation Agreement.
15. Manages the organization of the IL closing binder.
16. Manages the IL unit key fobs.
17. Manages the parking grid and Resident parking stickers.
18. Provide administrative office front desk support when the Office Manager is not available.
19. Must be familiar with emergency procedures and able to assist in the event of an emergency evacuation.
20. Act as the official Notary Pubic for all BayWoods business needs.

Other Duties:

1. Exercise administrative judgment within the functional area. Aware when to seek guidance.
2. Attends in-service training and education sessions, as assigned; completes Relias training on time every month.
3. Use Microsoft Office 365, MatrixCare and other applications to assemble, manipulate and/or format data and reports.
4. Operate as a member of a team both within the department and across departments.
5. Other duties as assigned.

Qualifications:

1. High School diploma or equivalent.
2. Ability to communicate effectively.
3. Three years of related experience.
4. Ability to work under pressure, meet deadlines, be exacting in performance and work well without direct supervision.
5. Must display a courteous, friendly and helpful attitude toward the public.
6. Orders supplies for maintenance.
7. Updates HCC and IL contracts with new rates/rate changes.
8. ACH collection from residents (monthly).
9. Update IL census daily in MatrixCare.
10. Input and record posting of resident payments, charges, and credits to proper accounts.
11. Ensure that all AP entries and invoices are accurately entered and exported using the online AP platform
12. Perform weekly check runs; import file from online AP platform.
13. Work with vendors to resolve accounts payable issues.
14. Assist with preparation and distribution of monthly bills
15. Prepare daily bank deposits.
16. Run monthly OIG vendor report using designated web-based platform.
17. Complete monthly sales and use tax reporting.
18. Complete all MatrixCare Marketing functions after the signing of the Resale Reservation Agreement.
19. Manages the organization of the IL closing binder.
20. Manages the IL unit key fobs.
21. Manages the parking grid and Resident parking stickers.
22. Provide administrative office front desk support when the Office Manager is not available.
23. Must be familiar with emergency procedures and able to assist in the event of an emergency evacuation.
24. Act as the official Notary Pubic for all BayWoods business needs.

EEO: BayWoods of Annapolis is an equal opportunity employer and prohibits employment discrimination based on race, color, age, sex, sexual orientation, religion, physical and mental disability, National origin, genetic information, or marital status.

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