Business Office Manager

Business Office Manager

Department: Business Office / AdministrationReports To: AdministratorLocation: Cura of MonticelloStatus: Full-Time

Position Summary

The Business Office Manager is a key member of the facility leadership team and serves as one of the primary faces of the facility. This position is responsible for supporting the daily operations of the business office while creating a welcoming, positive, and professional environment for residents, families, employees, and visitors.

The ideal candidate is cheerful, approachable, organized, dependable, and well-rounded, with the ability to balance administrative responsibilities with genuine customer service. The Business Office Manager should help employees, residents, and families feel that Cura of Monticello is a great place to work, live, and visit.

The Business Office Manager will be primarily stationed at the front desk/reception area and is expected to maintain a welcoming presence, answer questions, assist visitors, support employees, and help ensure that the front entrance represents the standards and culture of the facility.

Requirements

Essential Responsibilities

Business Office Operations

• Manage daily business office functions and maintain organized, accurate records.
• Process every-other-week payroll (EOW payroll) accurately and timely.
• Review timekeeping, attendance, missed punches, overtime, and other payroll-related items.
• Work with department leaders to ensure timecards are accurate and completed timely.
• Maintain employee files and required employment documentation.
• Maintain confidentiality of employee, resident, and facility information.

Employee Recruitment & Onboarding

• Coordinate the employee onboarding process from offer through orientation.
• Complete and track required background studies prior to employment as applicable.
• Complete and document reference checks.
• Coordinate employee orientation and ensure new employees know where to go, who to contact, and what is expected of them.
• Help new employees feel welcomed and valued from their first day.
• Maintain accurate orientation and onboarding records.
• Communicate with department leaders regarding new hires and onboarding needs.

Scheduling & Staffing Support

• Lead staffing operations in all departments.
• Work closely with department leaders to identify staffing needs, open shifts, and scheduling concerns.
• Maintain accurate schedules and communicate schedule changes appropriately.
• Assist with call-offs, coverage needs, and staffing communication through our scheduling application inovolon.
• Promote accountability for timely communication regarding attendance and scheduling.
• Understand facility staffing expectations and support consistent application across departments.

Union Responsibilities

• Develop and maintain a working knowledge of union expectations, the applicable collective bargaining agreement, and facility procedures.
• Ensure scheduling, employee practices, and other applicable business-office processes are consistent with established union requirements.
• Maintain appropriate documentation related to union employees.
• Communicate questions or potential concerns to the Administrator before taking action when interpretation of the contract is needed.
• Maintain a professional and respectful relationship with employees and union representatives.
• Support consistent application of policies and expectations without favoritism.

Front Desk & Customer Service

The front desk is the first impression of the facility. The Business Office Manager is expected to make that first impression a positive one.

• Maintain a cheerful, welcoming, and professional presence at the front desk.
• Greet residents, families, employees, vendors, and visitors promptly and respectfully.
• Answer phones and direct calls appropriately.
• Assist visitors with questions and provide directions or assistance when needed.
• Be visible, approachable, and available to residents and employees.
• Monitor the front entrance and reception area for cleanliness, organization, and a welcoming appearance.

Employee Culture & Engagement

• Help create a workplace where employees feel welcomed, respected, supported, and appreciated.
• Celebrate new employees and help them feel part of the team.
• Encourage positive communication between employees and departments.
• Model professionalism, kindness, accountability, and teamwork.
• Help reinforce the message that everyone has a role in making Cura of Monticello a great place to work and live!

Resident & Family Experience

• Maintain a resident-first approach in all interactions.
• Treat residents and families with dignity, patience, kindness, and respect.
• Assist families with routine administrative questions and connect them with the appropriate department when necessary.
• Look for opportunities to make residents and families feel welcomed and valued.

Administrative & Compliance Responsibilities

• Maintain accurate and organized business-office documentation.
• Follow facility policies and procedures.
• Maintain confidentiality and protect resident and employee information.
• Complete required reports and documentation within established timelines.
• Assist with audits and survey preparation as requested.
• Maintain required employee documentation and ensure missing information is followed up on.

Professional Expectations

• Be cheerful and welcoming.
• Protect confidentiality.
• Communicate clearly and professionally.
• Hold employees accountable while maintaining positive relationships.
• Ask questions when unsure rather than making assumptions.
• Work as part of the leadership team.
• Represent Cura of Monticello positively in every interaction.

Ideal Candidate

The successful candidate will be:

• Friendly, cheerful, and approachable.
• Highly organized and detail-oriented.
• Comfortable working with employees at all levels.
• Comfortable interacting with residents and families.
• Able to multitask and prioritize competing responsibilities.
• Comfortable handling payroll and confidential information.
• Reliable and dependable.
• Professional while maintaining a warm personality.
• Comfortable having difficult conversations when necessary.
• Willing to learn and understand union expectations.
• A team player who is willing to step in and help where needed.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Retirement Plan (401k, IRA)
• Training & Development