Administrative Services Director – San Rafael

Elder Care Alliance
June 23, 2022
Oakland, CA
Job Type


Req ID 2022-2068
Job Locations Administrative/Clerical
Job Category Administrative/Clerical
Shift Day

Who We Are

An Elder Care Alliance Community

AlmaVia of San Rafael

Do you enjoy working with seniors? Do you want to work in a setting where you are valued and appreciated? AlmaVia of San Rafael is a vibrant assisted living and memory care community. We pride ourselves on being a person-centered community and value our employees and residents.

About This Career Opportunity

General Services:

  • Facilitates day to day building events and interdepartmental activities affecting residents, families, visitors, and employees such as Fire Drills, Mandatory In-Service, General announcements, etc.
  • Serves as the first point of contact for customer service to residents, families, and visitors.
  • Manages the Reception desk and establishes customer service protocols.
  • Co-develops and implements interdepartmental policy standards and procedures.
  • Coordinates and manages staff training sessions; tracks and facilitates expectations for department specific trainings to ensure compliance.

Business Office:

  • Evaluates, manages, and implements processes for ensuring accuracy and confidentiality in resident billing database, which includes verification of ancillary charges and collections.
  • Oversees accuracy of all Accounts Receivable functions and generation of monthly invoices/statements to residents. Maintains resident business files with hard-copy billing documentation. Ensures compliance with all billing requirements.
  • Analyzes accounts receivable balances, aging reports and manages collection process for various levels of collection. Provides accounts receivable reports, as needed for ECA accounting department and Executive Director.
  • Prepares accounts payable for centralized payment using appropriate General Ledger accounts. Coordinates accounts payable with ECA accounting department. Communicates with vendors in a professional manner.
  • Performs banking functions for Community following the guidelines of ECA accounting department and the Executive Director.

Human Resources:

  • Serves as the Human Resources Generalist for the community. Provides responsive and efficient support to employees and directors in all Human Resources processes and facilitates timely and complete communication with ECA Human Resources department and the Executive Director on employee matters. Maintains strict confidentiality of all HR matters.
  • Supports the Executive Director and department directors in the recruiting and selection process. Consults with and educates management on HR policies & procedures, workers compensation, benefits administration, and leaves of absence.
  • Responsible for human resource functions such as: processing new hire paperwork, securing and processing fingerprints, and maintaining personnel files in an accurate and complete manner, in compliance with all appropriate regulations. Provides employee benefit information to new employees and processes benefit paperwork. Maintains AOD database as it pertains to non-exempt employee records. Coordinates workers compensation claims, leaves of absence, and other miscellaneous time off issues with Executive Director and ECA human resources department. Maintains OSHA compliance logs and serves as HR representative on safety committee.
  • Supports the Reward and Recognition Committee to ensure the program is publicized and programs occur as scheduled and planned. Ensures supplies are readily available, and coordinates awards. Coordinates and conducts new hire induction as it relates to human resource functions and new hire general orientation.
  • In coordination with managers, assists employees with payroll issues. Reviews timekeeping system records to insure accuracy and completes the payroll processing on Mondays before payday.


  • Manages inventory of office supplies. Through special projects, and with the support of the Front Desk and Administrative Staff, provides administrative support, as needed, for Executive Director and department directors. Provides information needed to facilitate efficient operations to managers in a timely manner. Performs other duties as assigned.

Are You Qualified?

Here's what you need:

  • High School Diploma required.
  • Bachelor's degree strongly preferred.
  • Must have basic HR knowledge.
  • Prefer, two years experience in accounting, preferably in long term health care environment.
  • Prefer, two years experience in Assisted Living or other services to Older Adults.
  • Proficiency in Microsoft Excel and experience with integrated billing and GL accounting software.
  • Working knowledge of Title 22 Division 6, Chapter 8.
  • Clearance through the Department of Social Services Criminal Record Clearance process prior to presence in the facility.
  • Health screening and TB test results will not be older than 6 months.
  • TB test results will be received within 7 days of employment and a health screening within 30 days of employment.
  • Must be self-motivated and able to exercise good judgment, confidentiality, initiative, and creativity to meet monthly deadlines.
  • Must be able to function well in a highly service orientated environment servicing older adults and their families and have outstanding verbal communication and listening skills.
  • Must be able to function as a team player by sharing knowledge, maintaining work commitments, and cooperating in timelines with others.
  • Must have good communication skills and respect work styles and time of others.
  • Excellent interpersonal skills.
  • Ability to speak, read, write and understand English.

"Equal Employment Opportunity/M/F/disability/protected veteran status"


Drop files here browse files ...

Related Jobs

Sr. Accountant   Berkeley, CA new
July 2, 2022
July 2, 2022
Senior Accountant   Emeryville, CA new
July 2, 2022
Manager, Strategic Finance GTM   San Francisco, CA new
July 2, 2022
VP / Head of Finance, US Marketplace   San Francisco, CA new
July 2, 2022