Business Office Manager

Business Office Manager

The Business Office Manager oversees the administrative and business functions of the community. As a primary point 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.

Qualifications

• Minimum Associate’s Degree; Bachelor’s Degree preferred.
• Must be able to read, write, speak, and understand the English language.
• Experience preferred in an administrative position and/or bookkeeping.
• Experience in payroll, accounts payable, and/or accounts receivable, preferred.
• 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.
• Maintain current file of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel, department extensions.
• Maintain 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.
• Mail invoices, VEC Separation Reports, garnishments, etc., to Home Office in a timely manner.
• Responsible for keeping track of receipts for household accounts, attaching them to check stubs and mailing them to the Business Office monthly.
• Handle semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).

Human Resources Liaison

• Create and maintain an atmosphere of warmth, personal interest, and positive emphasis with professionalism and confidentiality.
• Assist and support management and the leadership team with handling and resolving Human Resources issues.
• Inform 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.
• Partner with Executive Director in managing Benefits Education and Administration.
• Partner with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and cost management.
• Assist employees with internal and external transfer requests and procedures.
• Coordinate and track “Jump Start” orientation for all new hires.
• Ensure accurate maintenance of all employee records and files.
• Maintain current files on employees including I-9, new hire paperwork, performance reviews, and disciplinary actions.

Managing the Staffing and Recruiting Process

• Work closely with the community’s Talent Acquisition Specialist.
• Monitor and assist managers/supervisors with hiring processes and issues.
• Submit job requisitions through Formstack based on community hiring needs.
• Attend weekly or bi-weekly calls with the Talent Acquisition Specialist.
• Coordinate and administer pre-hire screening including: applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
• Facilitate interdepartmental transfers and promotions and transfers or promotions to other communities.
• Oversee the selection and offer processes for employees to ensure proper procedures are followed.
• Ensure interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked.
• Ensure drug screening and background checks are completed in accordance with CSL policy.

Key skills/competency

• Business Office Management
• Human Resources
• Accounting
• Payroll
• Accounts Payable
• Accounts Receivable
• Administrative Support
• Yardi Software
• Customer Service
• Organizational Skills