Business Office Manager

Job Description

Job Description

Description:

BUSINESS OFFICE MANAGER

DEPARTMENT: Administration FLSA Status: Exempt

SUPERVISOR: Administrator of community

AREA OF SUPERVISION: Receptionist and office assistant when positions exist.

DUTIES AND RESPONSIBILITIES

Supervise office assistant and/or receptionist; meet public and staff; act as administrative assistant if position does not exist; organize, prioritize, and assign work; assure accuracy of all financial reports and records; order supplies as needed and handle maintenance needs on equipment such as copy machines, adding machines/calculators, printers, and computers.

The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current prevailing federal and state regulations and established company policies and procedures.

ACCOUNTS RECEIVABLE

• Review admissions for accuracy of payer information.
• Maintain daily census information for each resident of the facility (see Census Function).
• Prepare and bill the responsible party, monthly in accordance with the established due dates on the monthly calendar and as provided by month-end close procedures.

ACCOUNTS PAYABLE

• Monitor opening of mail to ensure invoices get to proper department heads for coding.
• General ledger coding of all administrative invoices received.
• Verification that all valid invoices are entered into the accounts payable system in a timely manner and in the proper periods.
• Review and check all accounts payable work and make necessary corrections/adjustments as needed.

PAYROLL

• Timely transmission of all new hire information to the home office to ensure new employees are entered into the time clock as quickly as possible.
• Proper reporting of all new employees to appropriate state/federal agencies as required by law.
• Daily monitoring of time clock for missing punches, short lunches, missing lunches, etc.
• Responsible for reporting habitual time clock discrepancies to appropriate department heads/supervisors and administrator.

HUMAN RESOURCES

• Recruiting, Interviewing and hiring of new staff.
• Setup and maintenance of employee files.
• Counselling and management of HR related concerns.
• Manage time off, FMLA requests
• Ensure proper filing and secure storage of all employee/payroll related information.

OTHER FUNCTIONS

• Participate in all departmental meetings.
• Greet all visitors to the facility in a courteous and professional manner.
• Communicate effectively and productively with co-workers and staff.
• Supervise work assigned to office assistant and/or receptionist if positions exist.
• Answer telephone calls in a timely manner and direct calls to appropriate staff/departments.
• Return phone messages in a timely manner.
• Be informed about current employment laws, rules and regulations.
• Perform related duties as assigned or as the situation dictates.

BASIC REQUIREMENTS

• Residents always come first, and their needs will be met unless there is a conflict with the needs of others or the organization.
• Residents, resident families, co-workers, and visitors will be treated with respect, dignity, and kindness.
• Support the mission, vision and values of the facility.
• Employee behavior will consistently be in a manner that demonstrates both the employee’s and the company’s commitment to an ethical, honest, and above-board approach in all dealings with employees, customers, suppliers, and the community.
• Report to work on time and for scheduled shifts as attendance is required to perform the duties and responsibilities of this position.