Business Office Manager

Position Summary: 
 
Provide Human Resources and Financial support to the community and the Executive Director. 
 
Essential Job Functions: 
 
Resident-Related Financial Functions 
 
1. Prepare and report resident financial information to Corporate, i.e. rents, ancillary charges, move in and out, payroll and trailing accounts receivable, and specialty accounts. 
 
2. Review billing statements prior to being sent to the resident. 
 
3. Review rent roll report, assures accuracy, and review errors and corrections with Executive Director. 
 
4. Process and deposit resident rent payments and manage ACH where applicable. 
 
5. Report depository receipts to Corporate Accountant. 
 
6. Review final accounting for resident upon death, discharge or move-out. 
 
7. Respond to financial inquiries of resident, POA, government agents or guardians. 
 
8. Coordinate with government agencies for billing resident rents, monitors and tracks amount owed, and reconciles. 
 
9. Make collection efforts on delinquent resident accounts, and record outcome on Collection Progress Record. 
 
10. Maintain, reconcile and report resident trust accounts according to state regulations. 
 
10. Review security deposit reports from Corporate. 
 
11. File and maintain Residency Agreements. 
 
12. Publish and distribute rent increase notices to residents/families. 
 
13. Manage and reconcile all bank accounts monthly. 
 
Accounts Payable Functions 
 
1. Prepare flash report/spend down, analyze and update for Executive Director, regional and senior management.  Perform weekly reconciliation. 
 
2. Respond to vendor's payment inquiries and issues checks. 
 
3. Review Corporate check registers.  Keep up-to-date, ensure accuracy, and reconcile. 
 
4. Maintain vendor files and reconcile vendor’s monthly statements; check monthly invoices for accuracy and submit to Corporate for payment. 
 
5. Submit all A/P invoices weekly to Corporate Accounting. 
 
Payroll and Human Resources Functions 
 
1. May supervise a Community Department with multiple employees. 
 
2. Run payroll variance reports, 7 minute and overtime reports, analyze and submit for supervisory review once variances are approved by department managers. Ensure payroll accuracy and compliance with Corporate policies and procedures. 
 
3. Review all time cards for accuracy before submitting payroll. 
 
4. Report all new hires, status changes (leaves of absence, wage changes) and changes that affect participation in benefit programs for community staff. 
 
5. Consult with Payroll Department to ensure that the employee’s Federal and State 
entitlements to leave of absence are made available. 
 
6. Respond to employee questions concerning wages, benefits, etc. 
 
7. Ensure that Corporate and state requirements for completion of all pre- and post- employment checks (criminal, abuse and licensure background checks, health/communicable disease screenings) are requested and completed (prior to making an employment offer, if required) and documented in the employee’s personnel file. 
 
8. Orient new employees to all policies and procedures related to all Conditions of Employment (see form HRS003), Drug Free Workplace Policy, and policies pertaining to reporting of and seeking treatment for on the job injuries. 
 
9. Maintain employees’ training records and prepares training certificates. 
 
10. Maintain annual renewals for staff specific certifications. 
 
11. Advise PEO of any requests to enroll in or change participation in company sponsored benefit programs. 
 
12. Maintain employee files according to Corporate guidelines and state requirements. 
 
13. Ensure all aspects of Workers Compensation Program are completed in a timely manner 
 
14. Operate, maintain records for, and arrange for payment of awards associated with workers compensation safety bingo, raffle incentive, and new hire referral programs. 
 
15. Advise Corporate HR Department of any request to enroll in Company 401(k) plan. 
 
16. Ensure the implementation of OSHA and Safety guidelines. 
 
Miscellaneous 

1.  Supervise the community Concierge(s) or Receptionist(s). 

2. Coordinate archiving of community records. 
 
3. Ensure that all copies of Corporate policy, procedure and forms manuals are up to date at all times by making all updates and/or replacements within 2 business days of notification of a change or addition. 
 
4. Assist Executive Director with annual budgeting process. 
 
5. Assist Executive Director with monthly financial review.
 
6. Assist with Corporate inquiries.