Business Office Manager 1,500 Sign On Bonus

Five Star Residence Of Noblesville   Noblesville, IN   Full-time     Administration / Clerical
Posted on October 8, 2021

Business Office Manager

$1,500 Sign on Bonus

Team Member Benefits

• Medical Insurance

• Dental & Vision

• Major Medical-Supplemental Insurance

• Life insurance

• 401K

• PTO

FUNCTION: Responsible for overall functions and controls within the community Business Office. This position focuses primarily on maximizing cash flow through efficient billing and collections processes. May perform office support duties for the Executive Director. Responsibilities include maintaining the Human Resources/Payroll and accounting system, petty cash, resident funds, accounts payable, accounts receivable and cash receipts. The Business Office Manager serves as the liaison between the community and the corporate and regional staff.

POSITION SPECIFICATIONS: The following specifications may differ depending upon the number of available employees among whom the performance of a particular job function can be distributed and the size and type of community.

• Employees will be required to perform any other job related duties requested by their supervisor.

• Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, incumbent will possess the mental abilities or aptitudes to perform each duty proficiently.

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill and/or ability required.

Minimum Qualifications:

• Freedom from illegal use of drugs.

• Freedom from use of effects or use of drugs and alcohol in the workplace.

• Persons who have been found guilty by court of law or regulatory body of abusing, neglecting, or mistreating individuals in a health care related setting are ineligible for employment in this position.

• Demonstrates effective time management skills.

• Must pass credit check and company criminal background screen.

Education and/or Experience:

• Strong organizational and analytical skills; oral and written communication skills.

• Working knowledge and ability to apply professional standards of practice in job situations.

• Requires 1 to 3 years bookkeeping and administrative experience. Requires working knowledge of financial statements and automated financial software.

• Knowledge of accounting procedures to maintain petty cash, resident fund, payroll, accounts payables and receivables.

• Must type 40-50 wpm and be proficient in the use of one or more types of office equipment, including personal computer word processor and related software.

• High degree of accuracy and proficient math skills.

• Ability to handle confidential information, take direction from different sources, handle multiple tasks and be organized in a fast paced office environment.

Certificates, Licenses, Registrations: None.

Equipment Used: • Personal computer, typewriter, calculator and/or adding machines, copier fax, telephone and other business office equipment.

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business documents. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups’ executive, managers, clients, customers, and the public.

MATHEMATICAL SKILLS: Ability to work with mathematical concepts such as statistical process control tools and budgets. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to read and interpret financial reports and statistical charts and graphs.

REASONING ABILITY: Ability to define and solve problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in statistical or diagram form and deal with several abstract and concrete variables.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Move-Ins and Events

• Assist with resident move-ins and tours.

• Assist in hosting functions under the direction of the Executive Director and/or the Community Relations Coordinator.

General Office Duties

• Answer telephone; handle inquiry calls, and responds to residents’ requests as needed for backup to the Receptionist.

• Relieve Receptionist for lunch and breaks.

• Support department heads and staff in implementing and organizing services for residents, families, and visitors.

• Conduct community tours, back-up marketing duties and handle resident or family concerns in the absence of the Community Relations Coordinator and/or Executive Director.

• Sort and distribute mail to residents and department heads.

• Performs varied secretarial duties for the Community Manager, including but not limited to screening calls and taking messages, typing routine and non-routine correspondence from notes or verbal instruction.

• Maintains office supplies and equipment. Inventories and orders supplies. Performs price comparisons and checks orders as received. Calls appropriate service vendors for equipment maintenance. Tracks service contracts on all office equipment.

• May supervise, train and evaluate clerical staff.

• Demonstrate satisfactory interpersonal skills to interact with facility staff, administration, residents, families, vendors and outside agencies.

• Demonstrate knowledge and understanding and respects the rights, dignity and individuality of each resident in all interactions.

• Demonstrate honesty and integrity at all times in the care and use of resident and community property.

• Demonstrate respect for co-workers and responds to needs of residents by complying with facility policies.

• Demonstrates ability to prioritize tasks/responsibilities and complete duties within allotted time.

• Ability to carry out the essential functions of this job (with or without reasonable accommodation).

• Attend and participate in facility meetings and in-service training sessions.

• Maintain confidentiality of all pertinent resident financial and care information to ensure resident rights are protected.

• Must enjoy working with the elderly and able to accept constructive criticism. Ability to interact with residents who are highly susceptible to common illness without posing additional health risks and must maintain a professional appearance.

Human Resources

• Assists with job applicants and new hire paperwork processing. May screen applicants for the manager and conduct reference/background/drug checks.

• Conduct new employee orientation meeting, maintain HR/PR system, maintain employee’s files, and conduct benefit meetings.

• Enroll, process, (enroll, changes and terms) employees benefit programs, review benefit billings and maintain benefit eligibility dates.

• Serve as worker’s compensation coordinator including the maintenance of OSHA reporting requirements.

• Maintain confidentiality with regard to residents, staff, and company information.

• Participate in training and in-service programs as required by the Company and/or the applicable State’s Standards, including OSHA required and CPR Training.

Payroll Functions

• May oversee payroll process: collect time records and ensure proper signatures are included. Monitors overtime and paid time off usage. Provides corporate payroll with employee information.

• Process reports for managers to verify associate hours.

• Input all employee new hire, terminations, and information changes into the HR/PR system.

Accounting Functions:

• Maintains a complete and systematic set of financial records for business transactions at the community.

• Maintains cashbooks, daily journals and ledgers (accounts payable (AP) and accounts receivable (AR). Inputs cash receipts, census and additional transactions into the accounts receivable system.

• Prepares disbursement vouchers, bank deposits and resident statements. Stuffs and mails monthly bills and statements.

• Maintains all vendor (AP) invoice files, tracks delinquent payments and reconciles vendor statements.

• Balances books, verifies data, adjusts for errors and posts to proper accounts at month end.

• Maintains resident lease files, tracks and reconciles monthly rent rolls in conjunction with marketing manager.

• Process problem accounts. Make collection calls as necessary.

• Establish control to assure accuracy and timeliness of month end close.

• Participates in the development of the community budget. Provides relevant financial information to Executive Director regarding department financial needs and status.

• Dispense funds to residents as requested; collect meal money from staff and guests.

• Assist in resolving customer financial disputes.

• Assist with the resolution of resident or family member complaints and concerns.

INTERPERSONAL SKILLS: Demonstrates active listening techniques, gains support through effective relationships, treats others with dignity and respect and seeks feedback.

• Develops and maintains a good working relationship and cooperative attitude with intradepartmental personnel, as well as other departments within the community. Must have patience, cheerful disposition and enthusiasm.

• Possesses the ability to deal tactfully with personnel, residents, family members, visitors and the general public.

• Possesses leadership ability and willingness to work harmoniously with and supervise professional and non-professional personnel while encouraging growth and skill development.

• Works with regional and corporate staff as necessary and implements recommended changes as required.

CONTINUING EDUCATION:

• Attends community and company mandated in-service trainings and programs.

• Incorporates new methods, principals and trends learned from continuing education programs into existing practices.

PHYSICAL DEMANDS: The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of his job. While performing the duties of this job, the employee is required to stand and walk. The employee is frequently required to sit; use hands to finger, type, dial, handle or feel; reach with hands and arms, talk and hear. Occasional physical effort with light to medium objects. Occasionally required to lift objects 10-15 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Worker is subject to inside environmental conditions. Protection from weather conditions, but not necessarily from temperature changes.

Exposure Risk: The Business Office Manager is at minimal risk for exposure to blood and body fluids

COMMUNICATION: Keeps current and integrates new information, communicates and models organization values and fosters high performance.