Assistant Business Office Manager

Summary

The Assistant Business Office Manager position is a versitile role at Douglas Cove Health & Rehabilitation. The primary focus is to exceed our client's expectations for ourstanding service while creating a warm and caring environment. The Assistant Business Office Manager plays a key role in creating a good first and last impression of our facility to all clients and potential clients.

The Assistant Business Office Manager performs a variety of services and administrative diuties to ensure clients receive top-quality service. Responsiblities include increasing organization efficiency in reception-area activities to ensure our office runs smoothly.

Environment

Work will be performed primarily indoors at one of our long-term healthcare facilities, throughout all areas, including in resident rooms, and on carpeted and/or tiled floors. Work will be performed there routinely around other co-workers, healthcare staff, residents, and guests. Due to the nature of facility’s business, worker may be exposed to occasional slippery floors, object on floors, chemicals, sharp objects, hazardous materials and waste (including human), blood­ borne pathogens, and communicable diseases, as well as high-stress medical and/or life threatening situations.

Essential Duties & Responsibilities

• Identify and participate in process improvement initiatives that improve the customer experience, enhance work flow, and/or improve the work environment.
• Answer telephones or switchboard during scheduled shift. Ensure phone calls are redirected to appropriate employee or department. Transfer callers to appropriate voicemail when employee is unavailable. Provide callers with information about the facility, such as, address, directions, fax numbers, facility/Company website and other related information. Receive, sort and forward incoming mail.
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).Assist in the ordering, receiving, stocking and distribution of office supplies.Assist with other related clerical duties, such as, copying, faxing, filing, etc., as needed.
• Other special projects and duties, as assigned.
• Meet physical and sensory requirements stated below, and be able to work in the described environment.
• Meet physical and sensory requirements stated below, and be able to work in the described environment.
• Identify and participate in process improvement initiatives that improve the customer experience, enhance work flow, and/or improve the work environment.
• Work with or support Business Office Manager and consultants in planning all aspects of Business Office functions to include interface with all other disciplines and departments.
• May assist the Business Office Manager to monitor day-to-day operation of the Business Office and to establish priorities and manage records, budgets or supplies.
• Receive and receipt private, resident portions and Medicaid payments on residents’ bills.
• Assist with end of month packet procedures such as: cash receipts including Resident Accounts, bank reconciliation, preparation of Resident Trust Fund Accounts for closing and allocation of interest to the proper accounts.
• Maintain accuracy and efficiency in all work performed.
• Other special projects and duties, as assigned.

Job Requirements

• High school diploma or GED required or equivalent related work experience.
• Minimum of six (6) monthes to one (1) in a customer service field.
• Effective verbal and written English communication skills.
• Demonstrated intermediate to advanced skills in Microsoft Word, Excel, Power Point and Outlook, Internet and Intranet navigation.
• Highest level of professionalism with the ability to maintain confidentiality.
• Ability to communicate at all levels of organization and work well within a team environment in support of company objectives.
• Customer service oriented with the ability to work well under pressure.
• Strong attention to detail and accuracy, excellent organizational skills with ability to prioritize, coordinate and simultaneously maintain multiple projects with high level of quality and productivity.
• Strong analytical and problem solving skills.
• Ability to work with minimal supervision, take initiative and make independent decisions.
• Ability to deal with new tasks without the benefit of written procedures.
• Approachable, flexible and adaptable to change.
• Function independently, and have flexibility, personal integrity, and the ability to work effectively with stakeholders and vendors.

• Moderate physical activity:
• Requires handling of average-weight objects up to twenty five (25) pounds.
• Sitting for more than two (2) hours at a time.
• Requires consistent computer work with repetitive typing and concentrating on computer screen.

I understand this job description and its requirements, and that I am expected to complete all duties as instructed and assigned. I also understand that the job functions may be altered from time to time, and that Management has the right to modify this job description at any time, without advance notice to me, except as required by law.

I further understand this description identifies the essential and primary duties and responsibilities of the job, and that it is not intended to detail or contain each and every duty inherent in this job.

By your signature below, you acknowledge your understanding that your employment is at will, and that nothing in this job description is intended to constitute a contract of employment, express or implied.

Below, I have noted any accommodations that I believe are necessary to enable me to perform the job duties. I have also noted below any job duties which I am unable to perform, with or without accommodation. I will immediately notify my supervisor if, at some time in the future, I need an accommodation and/or if I am no longer able to perform any of my job duties, with or without accommodation.