PH&F/Business Office Manager

Who We Are & What We Do Tallahassee Memorial Healthcare (TMH) is a private, nonprofit community-based healthcare system that provides care to a 22-county region in North Florida and South Georgia. We are a career destination with over 6,000 colleagues who reflect the diversity of our community. TMH is the region's healthcare leader and top provider of advanced care with a 772-bed acute care hospital and the region's only: Level II Trauma Center Primary Stroke Center Level III Neonatal Intensive Care Pediatric Intensive Care The most advanced cancer, heart and vascular, orthopedic & surgery programs in the Panhandle. Our system also includes a psychiatric hospital, multiple specialty care centers, six residency programs and more than 50 affiliated physician practices. Job Summary HOW YOU'LL MAKE AN IMPACT Primary Purpose: Ensures the performance of the business, as a whole, is efficient, secure and fiscally responsible by providing direction to the company in regards to researching and identifying target markets, developing and implementing procedures and protocols, defining past and current business trends, overseeing purchasing, and devising plans in order to set as well as attain various goals. Employs excellent judgment and detailoriented skills to ensure appropriate decisions and functions are properly executed and adhered to. Formulates the company-wide budget, while also evaluating and reporting current position. Provides direct guidance and assistance to management staff, including the Executive Director; as well as occasional guidance to all other staff as needed. Serves as the Local IT Administrator for all programs and internal servers in which any member and/or prospect information resides. Diligently monitors all data systems and peripherals to maintain up to date software programs, and/or implementing appropriate updates or new software to correct any flaws. Allocates a significant amount of time to other various tasks including but not limited to negotiating/communicating with vendors; overseeing general membership statistics and customer service satisfaction; and composing or updating legally binding documents used throughout the company. Perform all payroll functions including hours, commissions, and PLT requests for Premier. AREAS OF RESPONSIBILITY Daily: Verify proper function of all software programs and network connectivityReview sales and reconciliation of previous day(s), and investigate/correct any errorsDirectly supervise Business Office staff and Sales and Service Manager/Front Desk SupervisorEnsure contracts, information changes, cancelations, research requests and other member documents are processed, entered and scanned in a timely mannerResponsible for the safe keeping and organization of all sensitive data and documentsg) Verify physical bank deposits balance with that of database reports, and investigate and correct when needed Monthly: Thoroughly review and analyze all database for accuracy, and make adjustments and/or corrections when neededPerform month-end closeout. Close access to all prior months, in order to avoid the posting or changing of information in said monthsExtract and manipulate data in order to build Deferred Revenue ReportSubmit final report to TMH Controller and company AccountantExtract and manipulate data in order to produce detailed final membership statistics for prior monthSubmit final report to TMH Controller, Chief Financial Officer and company AccountantInteract with TMH Accounting Department to assist with the production of financial reportsThoroughly examine financial reports for accuracy, as well as for alignment with company budget i) Advises and makes certain decisions in order to maintain alignment with company budgetExtract and manipulate data in order to produce notifications of expiring credit cards on file for membership billing purposesExtract and manipulate data in order to produce membership renewal notificationsFacilitate the automatic renewal process for all eligible membership accountsAnalyze regular member database for errors prior to billing eventPerform billing process for regular member databaseSubmit information for EFT main billing via electronic upload directly through database portalExtract encrypted data for ACH main billing, and submit via online banking portalReview and post EFT main billing declines via electronic download directly through database portalReceive and review file for ACH main billing declines, and manually post each decline in databasePrepare and process all delinquent account write-offsEnsure company is operating within Payment Card Industry (PCI) compliance boundariesProduce Membership Sales team commission report, and submit to PHFC Human Resource Coordinator for payroll.Review sales team performance and evaluate enrollment ratios Annually: a) Formulate and implement formal company budget, providing research and forecast findingsIn the absence of a Front Supervisor, will provide guidance to Front Desk staff with situations beyond their authority and/or knowledgePrepare and submit all IT department requests for service and equipment repairs and/or acquisitionsInteract with all staff and members to ensure adequate presenceResearch demographics for current members as well as for prospective membersIn the absence of PHFC Executive Director, will assume responsibility for the facility and staff, and become main point of contact. Biweekly: Analyze TMH member and PHFC employee database for errors prior to billing eventPerform billing process for TMH member and PHFC employee databaseExtract data and properly build and sort report for TMH member and PHFC employee payroll deductionsProof and verify accuracy of payroll deduction reports, and submit to TMH Payroll DepartmentManipulate and review data from report containing TMH member and PHFC employee payroll deduction declinesPost and adjust accordingly each account decline provided by said reportAnalyze Accounts Payable, and investigate any discrepancies Maintains all employee time records Enters/adjust time records in Kronos Creates and submits all payroll corrections Review POS report on personal training payments to format Fitness Instructors and Flex Trainer's percentages. Reconcile all commission paid programs/camps for payroll. Oversee and process PHFC payroll. Weekly: Examine membership and revenue data, and ensure its integrityCompile and organize data to produce current membership and income accounts break down for Premier Health & Fitness Center (PHFC) Executive Director's and Tallahassee Memorial I-lealthCare (TMH) Chief Communications Officer's reviewExtract data, build detailed report and submit information to Retention ManagementProduce report containing necessary information to attempt to collect past dues owedEnsure proper spending habits are being followed, by reviewing and comparing submitted purchase requestsApprove and/or submit orders for various supplies, and occasionally physically retrieving supplies from in-store purchasesAnalyze membership and additional services rates to advise on appropriate course of action in regards to potential increasesAnalyze and negotiate vendor service agreementsComplete employee reviews for Business Office staff and Sales and Service Manager. As needed: a) Provide support and training for employees utilizing membership database program(s) b) Assure transition and integrity of data from existing software to new software database(s)Work with PHFC Executive Director and Human Resource Coordinator to evaluate salaries and adjust according to current normsFacilitate the arrangement and transportation of sensitive documents to be destroyedDesign and purchase marketing materials to be used as promotional items at community as well as internal eventsAnalyze all PHFC programs for performance, and advise on future action plansHandle inventory purchases, and enter all inventory items and product costs into databaseAssist with financial and security auditsPerform additional duties as may be required or assigned. Experience: Minimum: 2-5 years office and billing experience, proficient in Excel and Microsoft Word. Aphelion software experience a plus. Preferred: Degree in Finance/Accounting, 5 plus years accounting and finance experience, 2-5 years managerial experience, proficient in Excel and Microsoft Word. Proficient in Aphelion software. REPORTING RELATIONSHIPS This position reports to: Executive Director Reporting to this position: Office Assistants, Sales & Service Manager What You’ll Need To Apply Required Education: Degree in Finance/Accounting preferred Required Experience: 2-5 years office and billing experience, proficient in Excel and Microsoft Word and previous supervisory experience. Required Certification/License/Registry: None If you are interested in becoming a part of TMH’s legacy of quality & compassionate healthcare, we want to know you. Please submit your application & resume TODAY! We look forward to speaking with you. Tallahassee Memorial HealthCare is an equal opportunity employer and drug-free workplace. All employment is contingent upon successful completion of a drug screen, background check, reference verification, health assessment, and credential/license verification. Tallahassee Memorial HealthCare is an equal opportunity employer and drug-free workplace. All employment is contingent upon successful completion of a drug screen, background check, reference verification, health assessment, and credential/license verification.