Business Office Manager

PRIMARY DUTY

Coordinate the supportive services of the community, such as Accounts Payable/Receivable, recordkeeping, payroll and human resources.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manages A/P, A/R, accounting and recordkeeping functions.
  • Checks figures, postings and documents for correct entry, mathematical accuracy, and proper coding.
  • Prepares and sends monthly resident account statements.
  • Maintains resident accounts and ledgers.
  • Prepares and delivers bank deposits.
  • Maintains records required by licensing agencies.
  • Maintains current resident data.
• Assists with human resources by effectively recording, maintaining, and reporting human resource information such as recruitment, new hire on-boarding, performance evaluations, associate relations, and in-service/continuing education
  • Processes, verifies and maintains personnel related documentation, including new hire paperwork, job descriptions, leaves of absence, disciplinary documentation, termination paperwork and maintenance of licensing and certification requirements.
  • Plans and conducts new hire orientations for new associates.
  • Explains company personnel policies, benefits and procedures to associates or applicants.
  • Acts as an on-site resource for associates and managers, answering associate inquiries and providing information for personnel actions, including, but not limited to, new hires, status changes, discipline, paid time off, leaves of absence and terminations.
• Manages payroll functions, including accurate and timely payroll processing.
  • Maintains up to date payroll records, including new hires, status changes, pay rate changes, and terminations and resignations.
  • Reviews time clock records and other information to detect and reconcile payroll discrepancies.
  • Verifies attendance, hours worked and pay adjustments, including any deductions, and posts into payroll system for processing.
  • Maintains the paid time off records of associates.
  • Issues and records adjustments to pay, related to previous errors or retroactive increases.
  • Answers associate inquiries regarding their paychecks.
• Assists Community Relations Director/Leasing Director with community tours as necessary.
• Compiles and prepares data and reports as required by corporate staff.
• Maintains inventory and orders supplies as necessary.
• On-call and Weekend Manager duties may be required as directed by the Executive Director.
• Reports any issues or problems that may arise to the Executive Director.
• Complies with state, federal, and all other applicable health care, financial and safety standards.
• Assists families and other visitors as needed.
• Attends/completes required in-services and other required meetings.
• Performs other duties as directed.

SUPERVISORY REQUIREMENTS of this position are generally as follows:

• Oversees the activities of the Business Office. Directly manages Concierge/Receptionist (as necessary), indirectly supervises all other associates as a Department Head.
• Provides guidance/input to Department Heads and participates in supervisory responsibilities indirectly for all associates, including, but not limited to, interviewing, hiring, and training associates; appraising performance; rewarding and disciplining associates; addressing complaints and resolving problems; and terminating associates.

EDUCATION and EXPERIENCE an equivalent combination of education, training and experience will be considered.

• Previous experience in a long-term care environment preferred.
• High school diploma or equivalent.
• Minimum of 3 years of previous experience in office management; or an equivalent combination of education and experience.

KNOWLEDGE, SKILLS and ABILITIES which may be representative but not all inclusive of those commonly associated with this position. 

• Reading Ability - Able to read and interpret written information.
• Written Communication - Able to write clearly and informatively.
• Verbal Communication - Able to talk to others to convey information effectively.

• Reasoning Ability - Able to apply common sense understanding to carry out detailed written or oral instructions.
• English Language - Knowledge of the structure and content of the English language.
• Math Ability - Knowledge of arithmetic and its applications.
• Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
• Customer and Personal Service: Knowledge of principles for providing customer and personal services. This includes meeting quality standards for services and evaluation of customer satisfaction.
• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
• Problem Solving - Identifies and resolves problems in a timely manner.
• Interpersonal - Focuses on solving conflict, not blaming; maintains confidentiality.
• Organizational Support – Follows company policies and procedures.
• Adaptability - Adapts to changes in the work environment; changes approach or method to best fit the situation; Able to deal with frequent changes, delays, or unexpected events.
• Planning/Organizing - Prioritizes and plans work activities; advises for additional resources in needed.
• Attendance/Punctuality - Arrives to work/meetings on time, ensures work responsibilities are covered when absent.
• Dependability - Commits to long hours of work when necessary to reach goals; completes tasks accurately and on time or notifies appropriate person with an alternate plan.
• Professionalism - Treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

COMPUTER SKILLS/EQUIPMENT USED TO PERFORM THE JOB which may be representative but not all inclusive of those commonly associated with this position.

• Desktop/Notebook computers
• MS Office (Word, Excel, Outlook, etc.)
• Billing Software (such as Yardi, etc.)

PHYSICAL ABILITIES commonly associated with the performance of the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The associate may be exposed to bodily fluids and odors on an occasional basis.
• While performing the duties of this job, the associate is frequently required to talk, speak and hear. The associate is regularly required to sit and walk. The associate is occasionally required to stand in one place, stoop, kneel or crouch, use hands to handle or feel objects, reach with hands and arms or smell.
• The associate must regularly lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.