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 appropriate information or messages.
• Provides backup receptionist duties as needed.
• Accepts initial inquiry information and provides marketing tours and arranges marketing meals, as appropriate.
• Recruits, interviews, evaluates, and supervises receptionist staff; provides general direction to these employees.
• Processes new hire pre-employment documentation; ensures all background and pre-employment checks are completed satisfactorily.
• Assists Administrator and department leaders with tracking partner performance evaluations.
• Receives and distributes mail to appropriate personnel and residents within 24 hours of receipt.
• 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 tenant account cards.
• Enters deposits on a daily basis into the A/R system, processes deposits via scanner or takes them 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 information transmission.
• Generates monthly resident billings; reviews for accuracy.
• 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 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, makes a copy to keep 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.

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.