Business Office Manager

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 bi\u0002weekly 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.

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.