Business Office Manager

BUSINESS OFFICE MANAGER

DEPARTMENT : Administration 

FLSA Status : Exempt

SUPERVISOR : Executive Director

AREA OF SUPERVISION : Receptionist and office assistant when positions exist.

DUTIES AND RESPONSIBILITIES 

Supervise office assistant and/or receptionist; meet public and staff; act as administrative assistant if position does not exist; organize, prioritize, and assign work; assure accuracy of all financial reports and records; order supplies as needed and handle maintenance needs on equipment such as copy machines, adding machines/calculators, printers, and computers.

The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current prevailing federal and state regulations and established company policies and procedures.

ACCOUNTS RECEIVABLE FUNCTION

• Review admissions for accuracy of payer information.
• Maintain daily census information for each resident of the facility (see Census Function).
• Prepare and bill the responsible party, monthly in accordance with the established due dates on the monthly calendar and as provided by month-end close procedures.
• Timely and thorough follow-up of all receivables billed out of the facility for payment status.
• Proper and timely recording of collection notes on all delinquent accounts.
• Timely reporting of all delinquent accounts to the Administrator.
• Referral of delinquent accounts to approved collection agency/legal attorney after all collection efforts have been exhausted.
• Timely posting of all payments to resident ledgers (see Cash Receipts Function).
• Continuous monitoring of resident ledger accounts for accuracy.

ACCOUNTS PAYABLE FUNCTION

• Monitor opening of mail to ensure invoices get to proper department heads for coding.
• General ledger coding of all administrative invoices received.
• Verification that all valid invoices are entered into the accounts payable system in a timely manner and in the proper periods.
• Review and check all accounts payable work and make necessary corrections/adjustments as needed. 
• Ensure all invoices have been properly authorized for payment by the Administrator.
• Ensuring that all necessary documentation is received and forwarded to A/P for all new vendors, as well as editing current vendor information as needed.
• Obtain W-9 information from all service providers as required by law.
• Communicate with suppliers/vendors concerning questions about invoices, payment dates, etc.

PAYROLL FUNCTION

• Timely transmission of all new hire information to the home office to ensure new employees are entered into the time clock as quickly as possible.
• Proper reporting of all new employees to appropriate state/federal agencies as required by law.
• Daily monitoring of time clock for missing punches, short lunches, missing lunches, etc.
• Responsible for reporting habitual time clock discrepancies to appropriate department heads/supervisors and administrator.
• Setup and maintenance of employee files.
• Processing of payroll information for each payroll period to include total hours, bonuses, PTO, deductions, garnishments, etc.
• Distribute paychecks to employees in accordance with established company procedures.
• Timely reporting to home office of all pay changes, deduction changes, terminations, etc.
• Appropriate and timely filing of reports to state/federal agencies as required by law.
• Ensure proper filing and secure storage of all employee/payroll related information.

CASH FUNCTION   

• Monitor opening of mail to ensure all payments received are accounted for.
• Check payment processing software for electronic payments received.
• Deposit all funds received and send check register to home office daily.
• Post all payments received daily to appropriate accounts/residents.
• Monitor cash calls received from home office to ensure check registers agree and all service/bank charges are properly recorded on local accounts.
• Reconcile and replenish all petty cash accounts at least once a month, more often if necessary.
• Reconcile facility bank accounts as directed to include employee fund and resident council.

CENSUS FUNCTION

• Reconcile census daily to ensure the manual and financial census’ agree.
• Continuous monitoring of changes that would affect census.
• Ensure that all room changes, transfers, discharges, and leaves of absence are properly recorded and completed in a timely manner.
• Consistent and effective communication with clinical staff to ensure accuracy of billing.
• Report all census discrepancies immediately supervisor.

OTHER FUNCTIONS

• Participate in all departmental meetings.
• Greet all visitors to the facility in a courteous and professional manner.
• Communicate effectively and productively with co-workers and staff.
• Supervise work assigned to office assistant and/or receptionist if positions exist.
• Answer telephone calls in a timely manner and direct calls to appropriate staff/departments. 
• Return phone messages in a timely manner.
• Be informed about current employment laws, rules and regulations.
• Perform related duties as assigned or as the situation dictates.

Requirements

BASIC REQUIREMENTS

• Residents always come first, and their needs will be met unless there is a conflict with the needs of others or the organization.
• Residents, resident families, co-workers, and visitors will be treated with respect, dignity, and kindness.
• Support the mission, vision and values of the facility.
• Employee behavior will consistently be in a manner that demonstrates both the employee’s and the company’s commitment to an ethical, honest, and above-board approach in all dealings with employees, customers, suppliers, and the community.
• Report to work on time and for scheduled shifts as attendance is required to perform the duties and responsibilities of this position.