Business Office Manager

Savant Studio Royale of Culver City

POSITION SUMMARY This position will facilitate the successful operation of the community business office through ensuring sound financial and human resources practices. This individual works with corporate office staff in support of corporate finance and human resources activities that affect the local office. The Business Office Manager coordinates office, finance and human resources services, records control, marketing, and special projects; organizes and administers the business and administrative office; and contributes to effective communication and pleasant working conditions. This position reports to the Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES In addition to all components of the above position summary the following “Essential Duties and Responsibilities” are essential to successful performance in this position.

HUMAN RESOURCES

Ensure information within the payroll/HRIS system is always updated. Submits pay rate adjustments, transfers, employment status changes, etc. in payroll system.

Prepare new hire paperwork, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.

Ensures employee information and records are maintained, updated and accurate within the HRIS System and personnel files.

Triage Team Member complaints and grievancesin accordance with Problem Resolution Procedure.

Coordinates recruitment activities including scheduling interviews for hiring managers and other activities as necessary.

Order all state and company required pre-employment screening, such as physicals, fingerprint clearances and/or background checks. Ensure all results are within state and/or company standards.

Participate in the New Hire Orientation program and other regular Team Member meetings or functions.

Ensures new hires have an effective onboarding.

Utilize Payroll reporting tools to manage accuracy of Team Member information and performance evaluation due dates.

Update Team Member information in Payroll system and personnel file.

Provide payroll with adjustment forms; edit daily time entries; ensure accuracy of biweekly payroll.

Submits Unemployment Insurance claims to vendor for processing. Assist Human Resources with preparing responses and documents for Unemployment Claim responses and hearings.

Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office Human Resources; ensure all eligible Team Members have completed enrollment/declination forms.

Ensures Workers Compensation injuries are reported timely, and all documentation is collected and submitted to Human Resources.

Ensures employees’ training plans are accurately assigned in the Learning Management System. Runs reports and follows up with managers and employees to ensure compliance.

FINANCE DUTIES

Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.

Make collection calls on past due accounts; -maintain collection logs/records; timely follow up on past due accounts; prepare accounts for submittal to collection agencies.

Submit weekly AR reports with notes for accounts with outstanding balances.

Assist with preparation of new residents' move-in paperwork, resident status changes, and move-out paperwork and forward to home office.

Assist with Evictions

Assist Resident and/or families with applying or Medicaid.

Process account payable invoices in Yardi weekly.

Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash, and monthly reconciliation of RFMS.

Print monthly billing statements.

Prepare monthly Collection Packets and send to Director of Revenue Cycle Management

Maintain Community census data.

Ensure leave of absences are accounted for within Yardi.

Handle or refer resident billing inquiries as appropriate.

Maintaining Medicaid Pending log and calling CCT to process

ADDITIONAL DUTIES

Contribute to Community relationships by demonstrating cooperation and professional conduct with residents, families, fellow Team Members, physicians, pharmacies and other vendors or persons.

Provide leadership and supervision to concierge staff.

Contribute to team effort by being flexible in work assignments; by furnishing support; by taking initiative; and by understanding how this position affects and compliments all other Community positions.

Respond appropriately to changes in the work setting.

Assist the Executive Director with completion of documents, correspondence and special projects as needed.

Conduct tours if ED and Marketing are not available.

Be familiar with Policies & Procedures Manual and Team Member Handbook.

Maintain accuracy of Community operations computer database with Team Member and resident information as assigned.

Perform other related assignments as required.

SUPERVISORY RESPONSIBILITIES

The incumbent in this report will supervise the entire concierge staff.

EDUCATION/EXPERIENCE/CREDENTIALS

Associate degree or equivalent in education or experience.

Three or more years’ experience in office management, including bookkeeping and human resources responsibilities.

Applicants must be certified in CPR/First Aid according to state regulations, willing to undergo a physical exam, and successfully pass background check.

KNOWLEDGE, SKILLS, AND ABILITIES To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties and responsibilities. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Act on constructive feedback by listening to supervisor(s), customers and peers and use it to improve performance.

Maintain resident, employee, and community confidentiality.

Respect Resident's Rights.

Demonstrate a positive attitude and ability to work well with all, particularly the elderly.

Promote a positive work environment that emphasizes teamwork.

Demonstrate willingness to help other staff whenever needed.

Possess excellent communication skills in diplomacy and superior time management and organizational skills.

Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company specific software programs.

May be required to hold valid First Aid Certification and valid Driver’s License.

Must be available for weekend coverage and all emergency situations on a rotating basis.

Maintain mental alertness, attention, and concentration for necessary periods.

Apply common sense understanding and carry out instructions (written, oral or diagrammatic).

Adapt to situations requiring the precise attainment of set limits, tolerances, or standards.

PHYSICAL REQUIRMENTS

Regularly required to sit for long periods of time and talk or listen.

Able to stand, stoop and bend frequently, lift up to 20 pounds. When lifting must use necessary safety equipment or ask another employee for assistance.

Possess adequate physical stamina to move freely about the Community and assist residents where needed, including in emergency situations.

Pay:

$33.00 - $40.50 per hour

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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