Business Office Manager

JOB PURPOSE:

Assists Administrator in ensuring that all functional areas required to operate the facility are covered at all times. The primary duty consists of managing and overseeing the accounting, general bookkeeping and personnel record management of the facility.

KEY RESPONSIBILITIES:

1. Answers phones and greets guests with courtesy and professionalism; accepting appropriate information or messages. As necessary, will provide backup receptionist duties to ensure the front desk is properly covered during business hours.
2. Accepts initial inquiry information and provide marketing tours and arrange marketing meals, as appropriate.
3. Participates in the recruiting, interviewing, evaluation and supervision of receptionist staff and provides general direction to these employees to ensure staff hours, quality services, and customer service is met at all times.
4. Processes all new hire pre-employment documentation, ensuring all background and pre-employment checks are completed satisfactorily per policy.
5. Assists Administrator and department leaders with tracking partner performance evaluations.
6. Receives and distributes mail to appropriate personnel and residents within 24 hours of receipt.
7. Ensures proper business office documents and postings are regularly updated and monitored for the staff bulletin boards, resident bulletin boards and other related communication areas.
8. Assists Administrator and/or Life Enrichment Coordinator with seasonal decorating and events.
9. Maintains office calendar of move-in/move-outs, staff vacations, events, etc. for reference.
10. Accepts and receives monthly rental and other payments. Maintain records of all payments received on applicable tenant account cards.
11. Enters deposits on a daily basis into the A/R system, process deposits via scanner or take to the bank and file records.
12. Updates the A/R system on a daily basis with census changes; move-ins, move-outs, transfers and level of care changes. Maintain a good and open communication with the Marketing Director for smooth transmittance of information.
13. Generates monthly resident billings; review for accuracy.
14. Monitors and collects past due rents in a timely manner to include working with Medicaid case managers, residents, family members and/or responsible parties. Follow Frontier Management collection policy.
15. Maintains resident, employee and other business files.
16. Manages time clock records; enter time off data; review missed punches; conduct error review 2 times per week; communicate clock-in policies with employees and inform department heads of any employee policy misuse/abuse.
17. Reviews payroll data and coordinates with Staff Accountant for final submission.
18. Prepares time cards for facility staff and calculate regular and overtime hours worked for each pay period.
19. Enters new employee information, wage changes, address changes, and employee termination information into the intranet website in a timely manner.
20. Codes Accounts Payable invoices, submits to the Executive Director for review, make a copy to keep in the business office and send original invoices to the Home Office weekly.
21. Communicates with Staff Accounting as often as necessary to ensure A/P, A/R, and payroll processes are operating smoothly and to resolve any issues in a timely manner.
22. Follows up with vendors for missing invoices as necessary

MINIMUM EDUCATION REQUIRED:

Associate of Arts degree or diploma from a technical school, with courses in related subjects

MINIMUM EXPERIENCE REQUIRED:

Minimum of six (6) months experience in a payroll, insurance and/or clerical position

ADDITIONAL QUALIFICATIONS: (Preferred qualifications)

Two (2) years’ experience in payroll, insurance and/or clerical position. Type at least 50 words per minute.

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As an Equal Employment Opportunity employer, all qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, or veteran status.

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