Business Office Manager HCC

Job Purpose

Aids the Administrator in ensuring all required operational areas are covered. Manages and oversees accounting, general bookkeeping, and personnel record management.

Key Responsibilities

• Answers phones and greets guests professionally; accepts information or messages.
• Provides backup receptionist duties as needed.
• Accepts initial inquiry information and provides marketing tours and arranges meals, as appropriate.
• Recruits, interviews, evaluates, and supervises receptionist staff; provides direction to employees.
• Processes new hire pre-employment documentation; ensures background and pre-employment checks are completed satisfactorily.
• Assists Administrator and department leaders with tracking partner performance evaluations.
• Receives and distributes mail within 24 hours of receipt; updates and monitors office documents and postings.
• Assists with seasonal decorating and events; maintains office calendar of move-in/move-outs, staff vacations, events, etc.
• Accepts and receives monthly rental and other payments; maintains records of all payments received on tenant account cards.
• Maintains A/R system with daily updates; enters deposits into the system and processes them.
• Updates A/R system with census changes; manage move-ins, move-outs, transfers, and level of care changes.
• Maintains good communication with Marketing Director for information transfer.
• Generates monthly resident billings; reviews for accuracy.
• Maintains contact with Medicaid case managers, residents, family members, and/or responsible parties to collect past due rents.
• Follows Frontier Management's collection policy.
• Maintains resident, employee, and other business files.
• Manages time clock records; enters time off data; reviews missed punches; conducts error reviews twice a week; communicates clock-in policies with employees and informs department heads of any 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; makes copies to keep in the business office and sends original invoices to the Home Office weekly.
• Communicates with Staff Accounting 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.

Minimum Education Required

Associate of Arts degree or diploma from a technical school, with courses in related subjects.

Minimum Experience Required

Minimum of six (6) months experience in a payroll, insurance, and/or clerical position.

Additional Qualifications (Preferred)

Two (2) years’ experience in payroll, insurance, and/or clerical position.