Business Office Manager

Job Description

Job Description

**Now Offering DailyPay**

Overview

The Business Office Manager leads the community's business office operations and supports sound financial practices. This role works with residents, families, community leaders, and Home Office teams to ensure processes are accurate, timely, compliant, and service focused.

Primary Duties and Responsibilities

Payroll, Accounting, and Financial Administration

• Process payroll and related functions, verifying that hours, wages, premiums, approvals, and deductions are complete, timely, and accurate.
• Process and approve accounts payable invoices, maintain supporting documentation, and coordinate with Home Office Accounting to resolve discrepancies.
• Maintain cash-handling processes and support month-end close through reconciliations, reporting, account review, and timely resolution of outstanding items.
• Reconcile assigned financial accounts and records, including resident-related balances, deposits, capital expenditures, restricted funds, and refunds, in accordance with established controls.
• Assist the Executive Director with preparation, monitoring, and communication of the community budget and financial results, and manage the Administration department budget.

Resident Billing, Census, and Collections

• Maintain accurate resident financial records and enter admissions, census changes, charges, adjustments, and payments into the billing system.
• Prepare and distribute required census, occupancy, private-pay, and other resident billing reports and statements accurately and on schedule.
• Coordinate collection activity with residents, responsible parties, Home Office partners, collection agencies, and legal counsel, as appropriate.
• Monitor accounts receivable aging and Days Sales Outstanding in collaboration with Home Office billing to promote timely and accurate payment.
• Maintain resident savings or trust accounts and distribute required statements in accordance with applicable requirements.

Payer, Benefits, and Resident Financial Support

• Maintain Medicaid, Medicare, commercial insurance, and long-term care insurance records and assist residents and families with applications, claims, renewals, and benefit-related questions.
• Coordinate with government agencies and payer representatives to support complete, accurate, and timely processing of resident benefits.
• Administer assigned resident financial assistance, trust, representative payee, specialized account, agreement, and renewal processes in accordance with organizational and regulatory requirements.

Community Operations and Leadership

• Coordinate community business systems and processes with Home Office partners and serve as the primary local resource for assigned business office functions.
• Prepare recurring financial, census, occupancy, staffing, licensure, survey, and operational reports accurately and on time.
• Assist with survey readiness, licensure renewal, records requests, audits, and compliance activities.
• Supervise assigned business office and administrative partners, including selection, training, performance management, and work coordination.
• Participate in community leadership, finance, utilization review, emergency preparedness, and other assigned meetings or committees.
• Support continuity of administrative and financial operations during the Executive Director's absence, as delegated.
• Protect confidential resident, partner, and organizational information and comply with all applicable laws, regulations, policies, and internal controls.
• Perform other duties as assigned.

This job description is not meant to be an exhaustive list of duties or responsibilities and may change over time based on the strategy and needs of the organization.

 

Experience & Qualifications

• Associate degree in business, accounting, finance, healthcare administration, or a related field, or an equivalent combination of education and relevant experience; bachelor's degree preferred.
• At least three years of experience in business office operations, accounting, billing, revenue cycle, or a related area; senior living, skilled nursing, or healthcare experience preferred.
• Experience supporting core accounting and business office functions, including payroll, billing, reconciliations, and month-end processes.
• Familiarity with Medicare, Medicaid, commercial insurance, resident billing, and collections.
• Proficiency with Microsoft Outlook, Excel, and Word and experience with payroll, billing, and accounting systems; PointClickCare experience preferred.
• Supervisory or work-coordination experience preferred.

Skills & Characteristics

• Strong attention to detail, organization, accuracy, and follow-through.
• Ability to analyze financial activity, identify discrepancies, resolve issues, and communicate financial information clearly.
• Excellent customer service and written and verbal communication skills.
• Ability to manage competing priorities and recurring deadlines independently while collaborating effectively with others.
• Sound judgment, discretion, professionalism, and accountability.

Work Environment

The Americans with Disabilities Act prohibits discrimination against a qualified individual with a disability. To be qualified for this position, an individual must be able to perform the essential functions of the role with or without reasonable accommodation.

• Work is primarily performed in a community office environment with regular interaction with residents, families, partners, vendors, and visitors.
• Ability to sit, stand, walk, bend, reach, grasp, use standard office equipment, and work at a computer for extended periods.
• Ability to review detailed financial information and communicate effectively in person, by telephone, and electronically.
• Ability to occasionally lift and carry office supplies, files, or boxes weighing up to 20 pounds.
• May occasionally enter resident care areas and be exposed to communicable illnesses, bodily fluids, environmental hazards, or distressed individuals.

BENEFITS*

Health & Wellness

• Medical Insurance with free virtual doctor visits
• Vision & Dental Insurance
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support

Financial Security

• 401(k) Retirement Savings Plan with company match
• Paid Time Off (PTO) that accrues immediately from day one
• Paid Holidays for a healthy work-life balance
• Access to DailyPay , enabling you to access up to 100% of your earned wages on a daily basis
• Tuition Reimbursement up to $5,250 per year for ANY field of study
• Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee-Sponsored Crisis Fund available for those facing unforeseen challenges
• Legal & Identity Theft Protection

Growth & Development

• University Partnerships with University of Cincinnati, University of Toledo, and Hondros College for exclusive tuition discounts
• Multiple Partner Discounts available for various products and services through Access Perks
• Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

*Some benefits, including PTO and tuition reimbursement, are based on hours worked.

Apply today and begin a meaningful career as a Business Office Manager at Otterbein!