Business Office Manager

The Business Office Manager oversees the Administrative/business functions of the community. Often as first position of contact for guests, visitors and vendors, a courteous, professional manner and appearance are essential for good public relations. The main objective is to assist the Executive Director in helping the community run smoothly in overall administrative activities.

Position: Monday-Friday, 8am-5pm, may have MOD responsibilities a weekend out of the month.

*Experience is required for the role 

Qualifications

• Minimum Associates’ Degree; Bachelors’ Degree preferred.

• Must be able to read, write, speak and understand the English language.

• Experience in an administrative position and/or bookkeeping. Experience in payroll, accounts payable and/or accounts receivable, required. 

• Intermediate to high skill level with computer application systems is essential.

• Must be comfortable with a multi-line telephone system, answering, taking messages and transferring calls.

• Acceptable driving record (required driver)

• Solid organizational skills and ability to meet deadlines. 

 

Areas of Primary Responsibility

Accounting Liaison

• Assist Department Heads, as needed, with entering appropriate data in Yardi.

• Supervise, coach, and mentor the Receptionist.

• Community point of contact for Human Resources and Accounting situations.

• Type memos, correspondence, reports, and other documents as requested.

• Maintains current file of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel, department extensions.

• Maintains confidentiality of all pertinent resident information to ensure that resident rights are protected.

• Knowledgeable about community services and rates.

• Responsible for making bank deposits daily.

• Maintain Resident Fund Accounts, if applicable.

• As approved by Executive Director, responsible for performing administrative tasks in Yardi.

• As approved by Executive Director, responsible for compiling data, to be shared with the Home Office.

• Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.

• Mails invoices, VEC Separation Reports, garnishments, etc. to Home Office in timely manner.

• Responsible for keeping track of receipts for household account, attaching to check stubs and mailing to Business Office monthly.

• Handles semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).

Human Resources Liaison

• Creates and maintains an atmosphere of warmth, personal interest and positive emphasis with professionalism and confidentiality

• Assists and supports management and the leadership team with handling and resolving Human Resources issues.

• Informs Executive Director and/or the Human Resources Department of issues related to employee relations within the community.

• Serve as Human Resources subject matter expert for the community and participate on project teams.

• Partners with Executive Director in managing Benefits Education and Administration.

• Partners with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs management.

• Assists employees with internal and external transfer requests and procedures.

• Coordinates and tracks “Jump Start” orientation for all new hires.

• Ensures accurate maintenance of all employee records and files.

• Maintains current files on employees including I-9, new hire paperwork, performance reviews and disciplinary actions

• Managing the Staffing and Recruiting Process

• Works closely with the community’s Talent Acquisition Specialist
• Monitors and assists managers/supervisors with hiring processes and issues. 
• Submits job requisitions through Formstack based on community hiring needs. o Attends weekly or bi-weekly calls with the Talent Acquisition Specialist.
• Coordinates and administers pre hire screening including: applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
• Facilitates interdepartmental transfers and promotions and transfers or promotions to other communities 
• Oversees the selection and offer processes for employees to ensure proper procedures are followed o Ensures interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked. 
• Ensures drug screening and background checks are completed in accordance with CSL policy