Business Office and HR Assistant

Job Description

Job Description

Why Join Heritage Grove Estates?

At Heritage Grove Estates, joining our team means more than accepting a position—it means becoming part of an organization that values your contributions, supports your professional growth, and recognizes the meaningful impact you make every day.

✔ Supportive, team-oriented environment
✔ Opportunities for advancement and career development
✔ Leadership that values and listens to staff
✔ Meaningful work where you truly make a difference

Position Overview (Business Office Assistant)

Heritage Grove Estates is seeking a dependable and detail-oriented Business Office Assistant to support the daily administrative and financial operations of our skilled nursing facility. Working under the direction of the Business Office Manager, this position assists with business office functions, resident trust accounting, financial recordkeeping, and general administrative responsibilities while ensuring compliance with facility policies and regulatory requirements.

The ideal candidate is organized, customer-focused, and enjoys supporting both residents and staff in a fast-paced healthcare environment.

Key Responsibilities

• Assist the Business Office Manager with daily business office operations and administrative responsibilities

• Maintain accurate filing systems for invoices, purchase orders, resident records, contracts, and financial documents

• Assist with accounts payable and accounts receivable processing as assigned

• Enter financial information accurately into accounting and business office systems

• Assist with maintaining resident trust fund accounts, deposits, withdrawals, and reconciliations

• Prepare resident trust account statements and supporting documentation under the direction of the Business Office Manager

• Assist with processing resident refunds and trust account disbursements in accordance with CMS regulations and facility policy

• Answer incoming telephone calls and greet residents, families, vendors, and visitors professionally

• Assist with payroll preparation, timekeeping verification, and administrative reporting as directed

• Maintain confidentiality of resident, employee, and financial information in accordance with HIPAA and company policies

• Assist with organizing business office files for audits, surveys, and compliance reviews

• Order and maintain office supplies and assist with inventory of administrative materials

• Provide clerical support including scanning, filing, copying, data entry, and document preparation

• Support additional administrative projects and duties as assigned by the Business Office Manager or Administrator

Qualifications

• High school diploma or equivalent required; Associate's degree in Business, Accounting, Finance, or related field preferred

• Previous administrative, bookkeeping, customer service, or healthcare office experience preferred

• Experience in a skilled nursing facility or healthcare environment is a plus

• Strong organizational skills with excellent attention to detail

• Basic knowledge of accounting principles and office procedures

• Proficiency in Microsoft Office, including Excel, Word, Outlook, and data entry systems

• Strong communication and customer service skills

• Ability to prioritize tasks and work efficiently in a fast-paced environment

• Ability to maintain confidentiality and professionalism when handling sensitive financial and resident information

Benefits

• Competitive pay

• 401(k)

• Health, dental, and vision insurance

• Paid Time Off (PTO)

• Care Cash Program

• Referral Bonus Program

• Supportive and collaborative work environment

• Opportunities for professional development and career advancement

Grow With Us

At Heritage Grove Estates, we are committed to investing in our team members. Whether you are beginning your career in healthcare administration or looking to expand your experience in business office operations, we provide opportunities for continued learning, growth, and advancement within our organization.

About Us

Heritage Grove Estates proudly serves the Topeka, Kansas community by providing exceptional skilled nursing, rehabilitation, long-term care, and post-acute services. Our mission is centered on compassion, excellence, and improving the quality of life for every resident we serve.

We foster a workplace culture where employees are valued, supported, and empowered to succeed—professionally and personally.

Apply Today

Join a team where your professionalism, organization, and attention to detail help support exceptional resident care every day. Apply today to become part of Heritage Grove Estates.

Equal Opportunity Employer

Heritage Grove Estates is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any protected characteristic in accordance with applicable laws.

Reasonable Accommodation

Heritage Grove Estates is committed to providing reasonable accommodations to individuals with disabilities throughout the application and hiring process. Applicants requiring assistance should contact Human Resources.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday

• Ability to lift and carry office supplies, files, and materials up to 25 pounds

• Ability to operate computers, printers, copiers, telephones, and other standard office equipment

• Ability to perform repetitive keyboarding, filing, and administrative tasks with accuracy

• Ability to respond professionally to residents, families, staff, and visitors in a fast-paced healthcare environment