Business Office Manager

About the Opportunity

The Business Office Manager serves as the primary point of contact for employment opportunities within the community and manages the full recruitment lifecycle, including sourcing candidates, conducting screenings, facilitating interviews, coordinating pre-employment requirements, onboarding new hires, and supporting employee retention initiatives. This position also oversees personnel records, compliance documentation, HRIS and payroll system maintenance, Workday transactions, and employee status changes.

Additional responsibilities include resident billing support, accounts payable processing, census tracking, accounts receivable functions, maintaining community records, managing office supplies and administrative systems, and providing excellent customer service to residents, families, staff, vendors, and visitors. Other duties may be assigned by the Executive Director or designee.

Essential Duties and Responsibilities

Business Office Administration

• Maintain current resident records, closed resident files, and required community files in accordance with company policies and regulatory requirements.
• Maintain vendor files, contracts, transfer agreements, certificates of insurance, and other community documentation.
• Provide administrative and secretarial support to community leadership.
• Manage office supply inventory, incoming mail, correspondence, and filing systems.
• Maintain legally required labor law and compliance postings.
• Answer phones, greet visitors, residents, families, applicants, and vendors in a professional manner.
• Maintain effective communication with employees, residents, families, and the public.

Resident Financial Services

• Orient residents and responsible parties to billing procedures.
• Prepare and distribute monthly resident statements.
• Maintain accurate daily census information and record admissions, discharges, room rate changes, and notice documentation.
• Process accounts payable invoices and supporting documentation.
• Maintain petty cash and deposit designated revenues according to company policy.
• Support accounts receivable and collections processes.
• Provide census and billing information to designated vendors and partners.

Human Resources & Payroll Administration

• Maintain accurate personnel records and confidential employee files, including required separate files for FMLA, ADA, I-9, Workers' Compensation, and other legally protected records.
• Maintain employee information within Workday and other HR/payroll systems.
• Process payroll accurately and timely in accordance with company deadlines and policies.
• Maintain employee schedules and payroll documentation.
• Support compensation changes, status changes, promotions, transfers, supervisor assignments, and other employment transactions.
• Generate and maintain HR, payroll, and labor management reports.

Recruitment & Onboarding

• Serve as the primary point of contact for all community recruitment efforts.
• Partner with leadership to identify staffing needs and develop recruitment strategies.
• Source candidates through job boards, referrals, community outreach, and recruitment events.
• Coordinate job postings and ensure compliance with federal and state posting requirements.
• Conduct candidate screenings, interviews, background checks, reference checks, license verifications, drug screenings, and E-Verify processing.
• Prepare conditional offers, new hire packets, onboarding documentation, and employee records.
• Coordinate new hire orientation, Workday setup, Pennant U LMS enrollment, and time clock enrollment.
• Collaborate with department leaders to ensure successful employee onboarding and transition into the workplace.

Employee Relations, Benefits & Leave Administration

• Support employee engagement, retention, and recognition initiatives.
• Maintain seniority dates and employment records.
• Administer performance management documentation, including disciplinary actions, corrective actions, performance improvement plans (PIPs), and evaluations.
• Coordinate voluntary and involuntary terminations, including documentation, exit processes, final pay requirements, and equipment collection.
• Assist employees with benefits enrollment, qualifying life events, and benefits-related inquiries.
• Administer leave of absence processes, including FMLA, medical leaves, personal leaves, state-specific leaves, and Sedgwick coordination.
• Support unemployment claims, hearings, and documentation requests.
• Assist with Workers' Compensation reporting, injury documentation, OSHA logs, and safety-related recordkeeping.

Compliance & Training

• Maintain compliance with federal, state, and company employment requirements.
• Ensure completion and tracking of required employee training, certifications, and continuing education.
• Maintain training records through Pennant U LMS and other learning systems.
• Support CAPLICO culture initiatives and company values.
• Attend staff meetings, in-services, and continuing education programs.
• Promptly report safety hazards and support workplace safety initiatives.

Minimum Qualifications

• High School Diploma or GED required; Associate's Degree in Business Administration, Human Resources, Accounting, or related field preferred.
• Minimum two (2) years of experience in business office administration, payroll, human resources, recruiting, or related functions.
• Experience with HRIS/payroll systems, preferably Workday.
• Knowledge of employment laws, onboarding practices, benefits administration, leave management, payroll processing, and personnel recordkeeping.
• Experience with Microsoft Office Suite, spreadsheets, databases, and office equipment.
• Strong organizational, communication, customer service, and time management skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and business information.

Salary Range: $70,304- $75,000