Business Office Manager

Performs day-to-day record keeping functions, accounting functions, administrative details, and follow-up functions to assist the Executive Director in meeting and administrative needs of the community in accordance with expectations. 

SUPERVISORY RESPONSIBILITIES

Oversees the Concierge Staff

RESPONSIBILITIES

ESSENTIAL FUNCTIONS

• Maintain employee files; start new files containing all necessary forms to follow state regulations and determine that all areas are properly completed.

• Responsible for payroll processing, including maintaining record of employee sick and vacations time.

• Process all necessary forms for drug screening, background checks and abuse register checks of prospective employees.

• Field any questions regarding personnel and human resources.

• Maintain resident’s admission and discharge documentation, including the necessary documentation and forms required for LTC insurance residents and sexual offender screening.

• Update and maintain current file of community Policies and Procedures.

• Works with Executive Director regarding completion of local, county, state and federal agency reports. Prepares weekly and monthly reports such as rent-rolls, management reports, etc.

• Maintain updated records of all Certificate of Insurance.

• Assists Executive Director in explaining expenses and revenue variances and keeps spend-down sheets on certain general and administrative expenses.

• Responsible for accurate resident billing in ALIS and monitoring of aged receivables and collection procedures.

• Maintain professional competence and keep abreast of changes in administrative procedures through attendance and participation in education programs, workshops, seminars and MLM training. 

• Supervise and direct Concierge staff.

• Participate as a Manager-on-Duty during assigned weekends. 

• Responsible for onboarding employees in compliance with state regulation and assigning all training sessions before start date and on a yearly basis. 

• Community Leadership & Emergency Response: Expected to serve as essential leadership personnel during inclement weather and emergency protocols. This includes on-site presence or active coordination of community safety,staffing levels, and resident care in accordance with state regulations.

• Conduct yourself professionally and contribute to, service-oriented environment through their appearance, communication, and interactions with residents, families, visitors, and colleagues. 

• Any other tasks, assignments, projects or requests as deemed by management.

QUALIFICATIONS

• Must be 18 years of age, or older

• Must have satisfactory criminal background check in accordance with state requirements.

• Must have satisfactory credit check.

• Must exercise sound judgment and maintain confidentiality when handling sensitive documentation and information. 

• Must read, write, speak, and understand English.

• Must demonstrate patience, tact, enthusiasm, and positive attitude towards the elderly. 

EDUCATION AND EXPERIENCE

• Experience working with seniors is preferred.

• Completion of secondary education with two years of undergraduate coursework preferred, ideally in business administration, or equivalent experience in an administrative role with knowledge of bookkeeping and accounting practices.

PHYSICAL REQUIREMENTS

• Must have upper body strength adequate to bend, lift, shift, move, twist, and/or assist in moving articles of more than twenty-five pounds.

• Must be able to squat, reach, and stretch without distress.

• Must be able to tolerate extended periods of walking and standing.