Business Office Assistant - Willow

General Purpose

The primary purpose of your job position is to maintain administrative activities in accordance with current applicable federal, state, and local standards, guidelines and regulations, our established policies and procedures, and as may be directed by your supervisor, to assure that proper administrative procedures are maintained at all times.

Essential Duties

• Receive and follow schedule/instructions from your supervisor and as outlined in our established policies and procedures.
• Assist in organizing, planning and directing the administrative activities in accordance with established policies and procedures.
• Maintain minutes of meetings. File as necessary.
• Serves as a key representative of the community and makes an active contribution towards community relations, public regard and overall awareness of the community
• Supports the Administrator, DON & Business Office Manager in administration tasks.
• Performs clerical, accounting functions such as cash receipts and ancillary data.
• May assist with HR and payroll duties.
• Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility.
• Assist in recording all incidents/accidents. File in accordance with established policies and procedures.
• Assist in administrative studies and projects as assigned or that may become necessary.
• Ensure that administrative personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
• Ensure that an adequate supply of office supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
• Agree not to disclose resident's protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
• Maintain the confidentiality of all resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.

Supervisory Requirements

This position has no supervisor responsibilities

Qualification

Education and/or Experience

Must possess, as a minimum, a high school diploma or GED. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers and employees.

Mathematical Skills

Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registrations

To perform this job successfully, an individual must have knowledge in clerical functions and computer literacy. Proficiency in Excel is preferred Must be able to type a minimum of 40 words per minute and use a 10-key calculator. Must have knowledge of office machines and equipment.

Business Office Assistant

Willow Springs Healthcare

Pay Range: $18.00 - $21.00 per hour (DOE)

Willow Springs Healthcare is seeking a dependable and detail‑oriented Business Office Assistant to support our administrative and business office operations. This role is ideal for someone who thrives in a fast‑paced healthcare environment, values accuracy and organization, and enjoys supporting both residents and team members.

Position Summary

The Business Office Assistant provides administrative and clerical support to the Business Office, ensuring smooth day‑to‑day operations related to billing support, resident accounts, admissions paperwork, and general office functions. This position plays a key role in maintaining efficient office workflow and excellent customer service.

Key Responsibilities

• Assist with daily business office operations, including filing, data entry, and record maintenance
• Support admissions and resident account processes, including organizing documentation
• Answer and direct incoming phone calls in a professional and courteous manner
• Greet visitors, residents, and family members and respond to general inquiries
• Assist with billing, invoices, and other financial documentation as directed
• Maintain confidentiality and comply with all HIPAA and facility policies
• Provide clerical support to the Business Office Manager and leadership team
• Perform other duties as assigned

Qualifications

• High school diploma or equivalent required
• Previous experience in a healthcare or business office setting preferred
• Strong organizational skills and attention to detail
• Basic computer proficiency (Microsoft Office, email, office systems)
• Ability to multitask and prioritize in a busy environment
• Professional communication and customer service skills

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 25 pounds. Prolonged use of a desktop or laptop computer is required. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, read, and hear. Frequent use of office-related equipment is necessary, including copier/scanner/fax machines, telephone, and calculator. May be necessary to assist in the evacuation of residents during emergency situations.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low to moderate.

Additional Information

Nothing in this job specification restricts management's right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above and may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are intended to describe the general nature and level of work being performed and are not intended to be a complete list of all responsibilities, duties, or skills required.

Equal Employment Opportunity (EEOC) Statement

Willow Springs Healthcare is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, or any other protected status in accordance with applicable federal, state, and local laws.