Business Office Specialist

Job Description

Job Description

SERVANT LEADERSHIP:

Watercrest Senior Living Group associates answer a calling to serve seniors and their families every day. They are recognized for their achievements and empowered to share their vast experience with their peers ensuring the quality of our assisted living and memory care services and the well-being of our residents. Our associates champion a culture which nurtures relationships in the interest of acting as trusted advisors. By continuously investing in these servant hearts, Watercrest Senior Living Group develops value-centered leaders who deliver personalized services. 

GENERAL SUMMARY:

The Business Office Specialist is responsible for providing overall leadership in creating the Watercrest Center of Excellence, support to fellow Business Office Managers, as well as assisting and supporting the Executive Director of their community. This position also provides support for residents, potential residents, families, associates, vendors, and the community. 

ESSENTIAL JOB FUNCTIONS:

LEADERSHIP-

• Supports the Executive Director with daily community operations
• Responsible for functions and control within the community business office
• Participates in marketing the community externally as well as by participating in and/or leading tours for prospective families and residents
• Honors the residents’ personal and property rights
• Attends training classes, on-the-job training and orientation programs
• Responds in a timely manner to requests of residents, families and guests
• Participates as needed in activities, special events, marketing efforts and special programs
• Attends daily stand up
• Train one on one with new BOMs or group trainings 
• Be a peer mentor to fellow BOMs on going and provide additional training when needed
• Responsible for upholding Business Office standards as detailed in the operational excellence audit tool
• Creating efficiencies in current processes as it pertains to onboarding, training compliance, accounts payable, billing for mentorship guidance at other communities

HUMAN RESOURCES-

• Maintains the Human Resources/Payroll system at his/her community level

• Coordinates and participates in the recruitment and selection of staff personnel
  • Pre-hire paperwork including background screening
  • New Hire Paperwork
  • Interviewing
  • Offer letters
• Handles employee relations issues as necessary understanding when to escalate
• Responsible for payroll change requests, terminations, roster audits, status changes and ensuring ACA compliance, coordination of clearing missed punches, PTO approvals from department heads and review of exempt associate hours.
• Maintains personnel files on each employee and ensures compliance with regulations/standards

FINANCIAL/ACCOUNTING -

• Maximizes cash flow through efficient billing and collection processes
• Processes accounts payable, accounts receivable, resident funds, and cash receipts
• Assists with resident move-ins, and move-in paperwork
• Maintains, logs and reviews resident move-in/move outs and resident accounts in Yardi
• Maintains an administration file for each resident
• Reviews monthly resident statements and other reports with Executive Director
• Maintains the confidentiality of residents’ financial information

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of computers and relevant software to include Microsoft Office and Outlook
• Able to communicate effectively with all levels of management, team members, residents, family members, guests, vendors, referral sources, and outside contacts
• Able to manage revenue and expense budget

• Ability to make independent decisions
• Must be able to communicate in a warm, friendly and caring manner 
• Must be familiar with and adhere to guidelines related to the Fair Housing Act (FHA) and the American with Disabilities Act (ADA)
• Must possess a passion to work with and around senior citizens

EDUCATION REQUIREMENTS:

• High School Diploma or equivalent

EXPERIENCE REQUIREMENTS:

• Two (2) years’ experience in the senior living environment
• Two (2) years’ experience in an office manager capacity including time spent with human resources and finance/accounting

PHYSICAL REQUIREMENTS: 

The following physical demands are representative of those that must be met to successfully perform the essential functions of this position:

• Able to sit up to 75% of the day
• Able to concentrate with frequent interruptions
• Able to work under stress and in emergency situations
• Able to work under conditions that require sitting, standing, walking, reaching, pulling, pushing and grasping
• Able to talk and hear effectively in order to convey messages, instructions and information to residents and team members
• Occasionally lift/carry up to 50 pounds

OCCUPATIONAL EXPOSURE / PERSONAL PROTECTIVE EQUIPMENT:

• Work in all areas of the community
• Subject to reactions from dust, disinfectants and cleaning chemicals and may be exposed to infectious waste, diseases and other conditions
• Use of personal protective equipment and supplies when needed to prevent burns, falls, and infection 
• Personal protective equipment includes infection control kit, rubber gloves, and non-slip shoes

• Subject to infectious diseases, substances and odors

• Follow Safety Policy & Procedures