Business Office Manager HCC

About the role

Assists the Administrator in ensuring that all functional areas required to operate the facility are covered at all times. The primary duty consists of managing and overseeing the accounting, general bookkeeping, and personnel record management of the facility.

Responsibilities

• Answers phones and greets guests with courtesy and professionalism; accepts appropriate information or messages.
• Provides backup receptionist duties to ensure the front desk is properly covered during business hours.
• Accepts initial inquiry information and provides marketing tours and arranges marketing meals, as appropriate.
• Participates in the recruiting, interviewing, evaluation, and supervision of receptionist staff and provides general direction to these employees to ensure staff hours, quality services, and customer service are met at all times.
• Processes all new hire pre-employment documentation, ensuring all background and pre-employment checks are completed satisfactorily per policy.
• Assists Administrator and department leaders with tracking partner performance evaluations.
• Receives and distributes mail to appropriate personnel and residents within 24 hours of receipt.
• Ensures proper business office documents and postings are regularly updated and monitored for the staff bulletin boards, resident bulletin boards, and other related communication areas.
• Assists Administrator and/or Life Enrichment Coordinator with seasonal decorating and events.
• Maintains office calendar of move-in/move-outs, staff vacations, events, etc. for reference.
• Accepts and receives monthly rental and other payments.
• Maintains records of all payments received on applicable tenant account cards.
• Enters deposits on a daily basis into the A/R system, processes deposits via scanner or takes to the bank, and files records.
• Updates the A/R system on a daily basis with census changes: move-ins, move-outs, transfers, and level of care changes.
• Maintains good and open communication with the Marketing Director for smooth transmittance of information.
• Generates monthly resident billings and reviews for accuracy.
• Monitors and collects past due rents in a timely manner, including working with Medicaid case managers, residents, family members, and/or responsible parties, following Frontier Management collection policy.
• Maintains resident, employee, and other business files.
• Manages time clock records; enters time off data; reviews missed punches; conducts error review twice per week; communicates clock-in policies with employees and informs department heads of any employee policy misuse/abuse.
• Reviews payroll data and coordinates with Staff Accountant for final submission.
• Prepares time cards for facility staff and calculates regular and overtime hours worked for each pay period.
• Enters new employee information, wage changes, address changes, and employee termination information into the intranet website in a timely manner.
• Codes Accounts Payable invoices, submits to the Executive Director for review, keeps a copy in the business office, and sends original invoices to the Home Office weekly.
• Communicates with Staff Accounting as often as necessary to ensure A/P, A/R, and payroll processes are operating smoothly and to resolve any issues in a timely manner.
• Follows up with vendors for missing invoices as necessary.

Requirements

• Associate of Arts degree or diploma from a technical school, with courses in related subjects.
• Minimum of six (6) months experience in a payroll, insurance, and/or clerical position.

Qualifications

• Two (2) years’ experience in payroll, insurance, and/or clerical position (preferred).
• Ability to type at least 50 words per minute.