Business Office Manager

JOB DESCRIPTION

Business Office Manager

HCM Job Title

Business Office Manager II

Department

Administrative

Position Reports To

Executive Director

FLSA Status

Salaried / Exempt

POSITION SUMMARY:

Provide Human Resources and Financial support to the community and the Executive Director. This person is a key member of the Community’s management team adhering to policies and procedures and upholding the Community’s mission, philosophy, values and the Company’s vision, principles, and Hospitality Promises.

ESSENTIAL JOB FUNCTIONS:

Resident-Related Financial Functions

• Communicate with team members to retain knowledge about resident census activity (move-ins, move-outs, transfers, and deaths).
• Acquire copies of Residency Agreements and Resident Handbook. Review and become knowledgeable with the community services provided.
• Report census changes (move-ins, move-outs, transfers, and deaths) to Corporate Community Accounting department following their standard procedure.
• Process and deposit resident rent payments daily, manage resident ACH payments and send listing and backup to Corporate Community Accounting department daily.
• Obtain ancillary resident charges from service points in the community (front desk, salon, dining room etc.) and email to Corporate Community Accounting department following their standard procedure.
• When applicable, coordinate with government agencies for billing resident rents. Monitor and track amount owed.
• Publish and distribute rent increase notices to residents utilizing the community template and increase notices.
• Review billing statements prior to distribution, including final accounting for residents upon death or move out.
• Respond to resident and resident’s Power of Attorney regarding billing and financial inquiries. Run accounts receivable aging report weekly and make collection efforts on delinquent resident accounts according to the Accounts Receivable Collections policy.
• Supports creating a culture where the business decisions made in this position, along with individual employee engagement, drive top-line revenue and occupancy.

Accounts Payable Functions

• Serves as resource for community department directors on the chart of accounts, invoice coding, approval process and deadlines following the standard procedure.
• Oversees the function of routing accounts payable invoices for approval (from the time the invoice arrives in the mail until submitted to Corporate Accounting for payment).
• Reconciles the credit card log to invoice. Verifies that all credit card receipts are accounted and submits documents to Corporate Community Accounting department for replenishment of the balance as needed.
• Reviews employee expense reports for accuracy and completeness.
• Uploads coded invoices (including employee expense reports) and completes data entry in Yardi daily.
• Assists the Executive Director on selecting vendors’ invoices for payment for weekly check run.
• Responds to vendor payment inquiries.

Payroll and Human Resources Functions

• Supervise the Front Desk (two or more full-time/equivalent concierges). Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and hiring; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees.
• Run payroll variance, meal break, overtime, and birthday and anniversary reports. Analyze and submit for supervisory review once variances are approved by department managers. Ensure payroll accuracy and compliance with policies and procedures.
• Work with Department Directors to review all timecards for accuracy before submitting payroll. Ensure all time edit data entries are accompanied by the completed time edit sheets. (Signed/dated by both the employee and supervisor)
• Report all new hires, status changes (leaves of absence, classification, and wage changes) and changes that affect participation in benefit programs for community staff.
• Consult with Regional Human Resources Manager to ensure that the employee’s Federal and State entitlements to leave of absence are made available.
• Respond to employee questions concerning wages, benefits, etc.
• Ensure that Corporate and state requirements for completion of all post offer / pre- employment checks (criminal background, abuse and licensure checks, drug testing, health/communicable disease screenings) are requested and completed (prior to the employee’s start date) and documented in the employee’s personnel file.
• Plan, prepare and organize New Hire Orientation(s) with the community leadership team and with new hires.
• Orient new employees to all policies and procedures related to all Conditions of Employment, Drug Free Workplace Policy, and policies pertaining to reporting of and seeking treatment for on-the-job injuries.
• Maintain employees’ training records and prepares training certificates.
• Maintain annual renewals for staff specific certifications.
• Advise the appropriate people of any requests to enroll in or change participation in company sponsored benefit programs.
• Maintain employee files according to company guidelines and state requirements.
• Ensure work-related injuries are reported and investigated in a timely manner.
• Operate, maintain records for, and arrange for payment of awards associated with incentive programs (i.e., workers compensation safety bingo, raffle incentive, and new hire referral programs) if applicable.
• Provide all eligible new hires with 401(k) packet and obtain the acknowledgement of receipt for employee file.
• Ensure the implementation of OSHA log and Safety guidelines. Ensure that OSHA 300A form is posted per OSHA regulations.

Miscellaneous

• Coordinate archiving of community records.
• Ensure that LCS Connect is utilized frequently to obtain the most current forms and updated policies and procedures.
• Assist Executive Director with annual budgeting process.
• Assist Executive Director with monthly financial review if needed.
• Assist with Corporate inquiries.

GENERAL JOB FUNCTIONS:

• The Community embraces a culture of hospitality. To that end, all employees are expected as a condition of employment to practice the LCS Hospitality Promises™ in all interactions with residents, fellow employees, and guests:
• We greet you warmly, by name and with a smile.
• We treat everyone with courteous respect.
• We anticipate your needs and act accordingly.
• We listen and respond enthusiastically in a timely manner.
• We hold ourselves and one another accountable.
• We make you feel important.
• We embrace and value our differences.
• We ask, “Is there anything else I can do for you?”
• We maintain high levels of professionalism, both in conduct and appearance, at all times.
• We pay attention to details.

• Act as Manager on Duty as directed by the Executive Director.
• Provide receptionist/concierge coverage, as needed.
• Observe and abide by all regulations to ensure that personal health information is protected during its collection, use, disclosure, storage, and destruction within the community; and to ensure only the minimum necessary information is known to function in this position.
• Assure resident safety.
• Follow written and oral directions.
• Maintain confidentiality of resident and community information.
• Complete assignments timely, completely and accurately.
• Attend all in-services as assigned or requested.
• Participate in interdisciplinary team and other community meetings as assigned or requested.
• Consistently work cooperatively with residents, co-workers, physicians, families, consultant personnel and other ancillary service providers.
• Observe all community safety policies and procedures.
• Is observant of safety hazards and emergency situations, and reports to appropriate person or takes corrective action according to established procedures.
• Come to work in a clean, neat uniform and consistently present an appropriate professional appearance.
• Come to work as scheduled and consistently demonstrate dependability and punctuality, complies with attendance policy.
• Assume accountability for data contained in the employee handbook.
• Assumes accountability for compliance with Federal, State, and other regulations within scope of control and of which informed.
• Observe infection control procedures.
• Follow Residents’ Rights policies at all times.
• Observe all community policies and procedures.
• Accept assigned duties, instructions or correction in a cooperative manner, voicing concerns or disagreement in a professional manner through established chain of authority according to state procedures.

EXPERIENCE & EDUCATION:

• Associate’s degree in accounting, business, or human resources required
• Bachelor’s degree in accounting, business or human resources preferred
• Minimum of one year supervising staff
• Minimum two years’ experience in accounts receivable, payroll, and human resources

LICENSE/CERTIFICATION OR OTHER SPECIAL REQUIREMENTS:

• Must possess current and valid driver’s license consistent with the requirements determined by size of vehicle and laws of the state in which the driver is licensed
• Doctor’s statement verifying free from communicable disease, if applicable in your state
• Willingness to be available for any/all emergencies regarding the community

QUALIFICATIONS:

• Proficiency in the English language enabling the employee to read, write, comprehend and communicate simple instructions, correspondence, memos, etc.
• Must possess high level of proficiency with Microsoft Office Suite products
• Ability to type 40 or more words per minute
• Must demonstrate excellent telephone communication skills.
• Ability to prepare accurate and timely reports to meet required deadlines
• Ability to train small to medium sized groups of employees
• Ability to plan and organize meetings and events
• Good communication skills (oral and written)
• Good inter-department communication and teamwork skills
• Ability to maintain confidentiality of employee, resident, vendor, and company records and data
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization
• Ability to compute simple math, including units of American money
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions
• Ability to deal with problems involving few concrete variables in standardized situations
• Ability to multi-task, balance team and individual responsibilities, and respond promptly to resident and visitor needs DELEGATION OF AUTHORITY: Supervises receptionist/concierge staff

PHSYICAL REQUIREMENTS:

Tools, equipment, machines used on the job:

• Personal computer
• General office equipment: printer, scanner, fax machine, copier, telephone Physical activities of the position:
• Lifts and carries up to 50 lbs. with assistance occasionally
• Pushes and pulls up to 50 lbs. with assistance occasionally
• Climbs, reaches, bends and twists occasionally
• Reaches, bends and twists occasionally
• Talks and listens occasionally
• Sits, stands and walks frequently

Physical requirements of the job:

• Sedentary work – exerts up to 10 lbs. of force occasionally, and/or up to 20 lbs. of force occasionally and/or up to 20 lbs. of force occasionally to move objects.

SENSORY/COGNITIVE REQUIREMENTS:

This list is not to be inclusive, rather exemplary of times of sensory/cognitive activities involved in performance of job functions.

Recognition/vision and mental processing -

• Routinely process written information as in policies and procedures, posted notices, instruction materials, regulations, etc.
• Routinely complete forms and other written documentation.
• Routinely observe resident actions, gestures, and facial expressions.

Hearing - Routinely recognize auditory call signals, telephone rings, soft voices of elderly, verbal communication within the workplace.

Smell - Routinely observe odors relevant to resident personal care condition and those unpleasant in the environment.

Verbal communication - Routinely engage in interactions highly dependent upon clear, audible verbal communication, often in circumstances where hearing impairments can easily lead to misunderstanding.

PROFESSIONAL BEHAVIOR REQUIREMENTS:

This list is not to be inclusive, rather exemplary of times of emotional and behavioral activities involved in performance of job functions.

• Routinely interact with individuals (residents, family members, staff, etc.) who may be discourteous, tactless, demanding, verbally and/or physically threatening or abusive, angry or hostile, emotionally vulnerable or mentally ill, vulgar, mean-natured.
• Routinely called upon to control own emotions and behaviors so as to protect residents’ rights and to respond professionally with respect and dignity.

ENVIRONMENTAL/OCCUPATIONAL EXPOSURES:

This list is not to be inclusive, rather exemplary of times of environmental/occupational exposures involved in performance of job functions.

• Individual must be able to use protective equipment and take proper precautions and emergency measures.
• Position is considered at minimal risk of exposure to infections through close contract with residents; minimal hazards associated with chemicals used for general cleaning and disinfecting throughout the community; and some craft materials/supplies.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• Weekend availability

Education:

• Associate (Preferred)

Experience:

• Business Office: 4 years (Preferred)

Work Location: One location