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Office ManagerSenior Living of Bakersfield • Bakersfield, CA
No longer accepting applications
Office Manager
Senior Living of Bakersfield • Bakersfield, CA
30+ days ago
Job type
- Full-time
Job description
Senior Living of Bakersfield -
Key Responsibilities
Regulatory & Legal Compliance (California-Specific)
- Maintain compliance with California Code of Regulations Title 22, Health & Safety Code, and RCFE (Residential Care Facility for the Elderly) requirements.
- Prepare for and support CCL inspections, deficiency corrections, and documentation audits.
- Ensure all resident records meet LIC 624, LIC 613A, LIC 627, LIC 625, and all required RCFE forms.
- Manage legally required reporting such as:
- LIC 624 Unusual Incident/Injury Reports
- Mandated reporting for elder abuse
- Reporting to licensing within required timeframes
- Oversee HIPAA-compliant communication and uphold CA privacy expectations (including AB 1953 and PHI requirements).
- Maintain retention schedules for resident and personnel records per CA law.
Daily Operations Management
- Oversee smooth office operations including administrative workflow, scheduling, case/log management, and corporate reporting.
- Coordinate meetings, maintain compliance calendars, and ensure documentation is prepared for licensing and corporate audits.
- Operate payroll systems (ADP, Paycom, Paychex, UKG, etc.), track timecards, and process corrections in compliance with California labor laws, including:
- Meal/rest break tracking
- Overtime and double-time rules
- Wage statements and pay period compliance
- Ensure service plans, residency agreements, and care records are accurate and updated.
Financial & Business Operations
- Manage resident billing, including room & board, care level charges, and ancillary services.
- Oversee accounts receivable, monthly statements, delinquencies, and payment plans.
- Process accounts payable and vendor documentation according to corporate and state guidelines.
- Prepare monthly business office reporting for regional and corporate leadership.
- Maintain petty cash, trust accounts (if applicable), and accurate financial documentation.
Staff Supervision & HR Support
- Supervise front desk, receptionist, office, or billing staff.
- Conduct hiring, onboarding, orientation, and training specific to California requirements (including DOJ background check / Live Scan, TB testing, and training mandates).
- Ensure personnel files meet CA regulations, including:
- LIC 501 Personnel Reports
- Completed job descriptions and signed policies
- Annual training documentation (person-centered care, dementia training, first aid, etc.)
- Manage performance reviews and ongoing staff development.
Resident, Family, and Staff Interaction
- Serve as the primary administrative liaison for residents, families, responsible parties, and legal representatives.
- Manage resident files, contracts, service plans, financial documents, payment inquiries, and required notices.
- Prepare legal and administrative documents, including residency agreements, rent increase notices, withdrawal forms, and move-in/move-out summaries.
- Communicate clearly and professionally with residents and families regarding billing, compliance, and documentation requirements.
Compliance & Ethics
- Ensure ethical handling of resident information and adherence to privacy regulations (HIPAA, CA Consumer Privacy Act as applicable).
- Uphold strict confidentiality, document retention practices, and secure record storage.
- Implement and monitor compliance checklists, incident logs, and corrective actions.
- Maintain ethical standards in billing, admissions, and resident communications.
Qualifications
- 2–4+ years experience in senior living, healthcare administration, legal office management, or business office management.
- Strong working knowledge of California RCFE/Assisted Living regulations (Title 22).
- Demonstrated experience with contracts, compliance, payroll, HR files, and billing systems.
- Familiarity with EHR and billing platforms (PointClickCare, Yardi, Eldermark, PCC, etc.).
- Strong communication, confidentiality, analytical, and organizational skills.
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Office Manager • Bakersfield, CA
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