Administrative Assistant

Assistant Business Office Manager

Supervised by Business Office Manager

Job Overview

The Assistant Business Office Manager is responsible for the overall management of payroll including the onboarding and orientation of new hires, employee records and accounts payable. The Assistant Business Office Manager assists with accounts receivable, and business office duties as assigned.

Job Requirements

• High school diploma or general education degree (GED) preferred or previous experience relevant to the position and with the skills to successfully fulfill the job requirements.
• Excellent interpersonal, written, and verbal communication skills are essential. Organizational skills to effectively meet competing priorities.
• Must be able to express self adequately in written and oral communication and to communicate effectively in an interdisciplinary care setting with residents, families, staff members, representatives of community and government agencies.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percentage.

Job Duties and Responsibilities

Payroll / Time Clock

• Send all new employee information to Central Office and Central Office will do new employee setup
• Assure each employee is set up with proper fingerprint in the time clock system
• Assure any changes to employee deductions are sent to central office for set up in PNW
• Implement and monitor missed punch system with proper Department Approval
• Assure all bonuses are correctly entered in PNW
• Assure PTO is correctly recorded
• Review daily punch report and missed punch report and assure corrections are made prior to 10am each day

Employee Records/New Hires

• Job positing
• Monitoring, printing application and scheduling interviews as needed
• Working with the Administrator on the posting of open positions
• Responsible for completion of Hire Packets Assist managers with reference checks as needed
• Assure required documents are in the employee file completed and in compliance.
• Ensure Administrator has reviewed and signed off all new hire packets
• Coordinate and prep new hire orientation
• Send all new hire information to Central Office for payroll setup
• Completion of Background Checks and OBRA as required for new hires and annually Setting up ALF finger printing for new hires if necessary

Working with the Administrators on suitability reviews if necessary

• Completion of License review for new hires and annually Communicating with the Administrator if issues with new hire and current employee licenses
• Complete the monthly audit to ensure that the facility is in compliance for licenses, Background, CPR, OBRA, competencies, and training
• Evaluations – prep and send to managers 30 days prior to due date
• Ensure employee filing is current

Training record/Employee Events

• Coordinating the electronic training modules to include assigning usernames and password.
• Ensuring training is assigned to departments monthly
• Printing out monthly reports for education compliance for Managers.
• Assist in setting up HCA training for the caregivers for Assisted Living
• Employee Functions
• Assist with monthly All Staff meeting
• Prep and send out birthday, anniversary, and new hire cards

Workers Comp

• Coordinating with Administrator and provider on new and outstanding claims
• Ensure OSHA Logs are current and posted yearly as required by law

Accounts Payable

• Assure vendor invoices are properly entered into PCC after each invoice is properly approved
• Assure invoices are coded to the correct G/L account
• Assure invoices are entered with the correct invoice date, invoice number, due date and amount owed
• Work with Corporate to setup new vendors and manage vendor listing
• Assure invoices are entered into PCC within 7 days of receipt at the facility
• Assure all invoices for an accounting month are entered by the 10th of the following month
• Answer vendor questions related to payment timeliness and accuracy
• Checks will be cut from the Central Office

Accounts Receivable

• Assist with accounts receivable as assigned

Central Supply

• Ordering supplies as needed
• Inventory on stocked supplies
• Distribute supplies as needed

All other duties as assigned

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call

Experience:

• Microsoft Office: 1 year (Preferred)
• Accounts payable: 1 year (Required)
• Accounts receivable: 1 year (Required)
• Skilled nursing facility: 1 year (Required)
• Administrative experience: 1 year (Required)

Work Location: In person