Business Office Manager

BUSINESS OFFICE MANAGER

DEPARTMENT

Administration

REPORTS TO

Executive Director

SCHEDULE

Monday through Friday 8:30 AM to 5:00 PM are the preferred hours. Must be available to work weekends and New Year’s Day as needed to complete month end and year end books. Times and days may vary based on the needs of the facility.

FLSA STATUS

Exempt

BASIC FUNCTION

Performs accounting and HR duties in a confidential manner to support the Executive Director in the center management. Functions include Accounts Payable, Accounts Receivable, Payroll, personnel record-keeping and management of computer systems. Works cooperatively with all Department

Managers, Strategic Resources and Payroll Processing Services.

DUTIES & RESPONSIBILITIES

1. Perform Human Resource administrative duties for the property, including payroll, maintenance of personnel files, employee orientation, and facilitating general employee issues and inquiries as directed.

2. Recruit, hire, evaluate, coordinate, motivate, monitor performance, schedule and supervise Business Office staff in accordance with company policy.

3. Responsible for posting new job positions in the property and placing appropriate help-wanted advertisements in newspapers.

4. Screen new applicants, conduct background checks, arrange for interviews and prepare appropriate documents for the level of interview process.

5. Responsible for all aspects of employee orientation including development and conducting such training.

6. Responsible for tracking professional licenses (validity, expiration dates), background checks, and educational trainings for the community with the assistance of department managers.

7. Manage employee benefit program including the notification to employees of eligibility requirements and ensuring proper employee deductions are recouped.

8. Perform, administer, and oversee the activities of the accounting functions including but not limited to the daily deposit, daily census, accounts receivable/collections, accounts payable, and management reports.

9. Perform accounts receivable duties, such as; sending resident billing statements, maintains daily census, post payments to residents’ accounts, make bank deposits, etc.

10. Responsible for accounts receivables and payables by ensuring that resident accounts are up to date, outside vendors are paid in a timely manner, and other related activities such as ledger management.

11. Coordinate all payroll functions, including but not limited to confirming hours worked with department heads, transmitting payroll information to independent firm to processing, tracking labor and reporting variances to the Executive Director.

12. Maintain all aspects of employee files, base wages, tax withholding and correspondence with state agencies relating to unemployment. All files must be kept current.

13. Maintain all non-care related components of the residents’ files. All files must be kept current.

14. Coordinate all risk management activities for the community including worker’s compensation claim reporting and management, maintenance of Certificates of Insurance for all community vendors, maintenance of valid driver’s licenses and certificates of insurance for all employees that drive on company business.

15. Maintain confidentiality in all areas of work responsibility, including but not limited to, employee and resident information.

16. Participate in daily “Stand-Up” meetings to communicate key issues within the department.

17. Understand and ensure compliance with all Federal (Title 22) and state regulations concerning the department.

18. Aid in community marketing effort through demonstrated proficiency and willingness to conduct community tours, participation in all required marketing events and through positive/friendly interaction with all potential residents, family members and referral sources.

19. Arrange for coverage of job duties within the department during employee absences either through delegation or personal completion of duties.

20. Maintain a safe and secure environment for all staff, residents and guests, following established safety standards.

21. Encourage teamwork through cooperative interactions with co-workers and other departments.

22. Support a positive and professional image through actions and dress.

23. Performs other duties consistent with the position as assigned by the Executive Director.

SKILLS AND REQUIREMENTS

1. Ability to communicate adequately to complete job duties and responsibilities.

2. Ability to move throughout the facility without assistance.

3. Ability to lift 5 to 10 pounds frequently.

4. Ability to handle stressful situations day in and day out.

5. Proficiency in writing and mathematical skills.

6. Be able to work accurately with pressures of deadlines and interruptions while at the same time being well organized, persistent and working as a team player.

7. Possess good communication and analytical skills with particular ability to pay attention to details.

8. Must be computer literate with experience in Microsoft Office, Word, Word Perfect and other software as they become available to the facility.

PHYSICAL DEMANDS

1. Regularly stand, walk, and use hands.

2. Occasionally reach, climb or balance, stoop, kneel, crouch, and crawl.

3. Able to lift or move up to 20 pounds.

4. Must be able to cope with mental and emotional stress of the position.

WORK ENVIRONMENT/EXPOSURE TO ENVIRONMENTAL

CONDITIONS

Ability to work around fumes, airborne particles, blood borne pathogens, infectious disease, toxic or caustic chemicals occasionally.

EDUCATION & TRAINING

High school diploma or equivalent and formal classroom bookkeeping education or two years’ experience.

EXPERIENCE
2-4 years relevant experience

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Employee Name

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Employee Signature

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Date

Job Type: Full-time

Pay: $39,096.64 - $47,084.13 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday
• On call

Experience:

• Business management: 3 years (Required)

Work Location: In person