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Job description

Job Summary:
The Business Office Manager is responsible for overseeing the general administration of the human resource and accounting control systems, functions and procedures in accordance with property policies and procedures, current standards, guidelines, and regulations governing the Community.

Position Responsibilities:

• Perform Human Resource administrative duties for the Community, including payroll, maintenance of personnel files, employee orientation, and facilitating general employee issues and inquiries, as directed.
• Responsible for posting new job positions in the Community and placing appropriate help-wanted advertisements, as directed.
• Screen new applicants, conduct background checks, arrange for interviews and prepare appropriate documents for the level of interview process.
• Responsible for all aspects of employee orientation, including, planning, developing, and conducting training, in conjunction with the Executive Director.
• Manage employee benefit program including the notification to employees of eligibility requirements and ensuring proper employee deductions are recouped.
• Coordinate all payroll functions, including but not limited to confirming hours worked with department heads, transmitting payroll information to independent firm to processing, tracking labor and reporting variances to the Executive Director.
• Maintain all aspects of employee files, base wages, tax withholding and correspondence with state agencies relating to unemployment. All files must be kept current.
• Coordinate all risk management activities for the community including worker’s compensation claim reporting and management, maintenance of valid driver’s licenses and certificates of insurance for all employees that drive on company business.
• Maintain confidentiality in all areas of work responsibility, including but not limited to, employee and resident information.
• Perform, administer, and oversee the activities of the accounting functions including but not limited to the daily deposit, daily census, accounts receivable/collections, accounts payable, and management reports.
• Perform accounts receivable duties, such as; posting charges to the resident’s account, sending resident billing invoices, posting payments to residents’ accounts, make bank deposits and ensuring that resident accounts are up to date and paid in a timely manner.
• Responsible for all accounts payable functions including, coding invoices, entering invoices into the system, following up with vendors regarding past due balances, etc.
• Secure, maintain and update Certificates of Insurance for all community vendors.
• Maintain all non-care related components of the residents’ files. All files must be kept current.
• As requested, prepare an annual budget request for needed supplies and equipment. Maintain accurate budget and inventory and work within the guidelines set forth in the budget.
• Ensure monthly purchases are in accordance with approved budget, monitor compliance with Department’s budget through the effective and timely completion of Monthly Spend Downs and be able to explain any variances to the Executive Director, as needed.
• Perform administrative duties such as completing necessary forms, reports, evaluations, studies, etc., to assure control of equipment and supplies, as needed.
• Work with Executive Director to ensure implementation and maintenance of standards within the community.
• As requested, participate in the Community’s Director on Duty Program.

• Must be eighteen (18) years of age
• Must have a high school diploma or equivalent. College course or other education in business administration and/or management preferred.
• Prefer two (2) years experience working in accounting, human resources and payroll, preferably in the hospitality industry
• Able to safely operate standard household equipment (dishwasher, iron, vacuum, washer, dryer)
• Able to operate a personal computer and be proficient in MS Office programs (Word, Excel, etc.)
• Able to operate standard office equipment, including fax machine, copier, telephone, etc.
• Knowledge of and/or ability to learn the theory and practice of assisted living and dementia care
• Able to work with seniors and patiently interact with cognitively impaired individuals
• Able to be flexible, adapt and respond to change, make decisions in stressful situations and prioritize tasks and projects.
• Able to process information and apply common sense understanding to follow and carry out written or oral instructions.
• Able to analyze, solve and respond to problems or concerns.
• Able to count, perform moderately complex math problems, read and understand budgets and other financial reports/statements
• Able to read, write and speak the English language and to interact and communicate effectively with employees, supervisors, physicians, health care professionals, residents, and their families
• Must be highly motivated and able to work independently
• Able to obtain and maintain valid first aid certification
• Able to obtain and maintain valid Food Handler’s certification, as needed
• Be mobile and able to perform the physical requirements of the job. Good physical health, verified by a health screening, including a chest x-ray or an intradermal test result not more than 6 months prior or seven (7) days after employment