Business Office Manager

Commonwealth Senior Living

Date: 1 day ago
City: Hampton, Virginia
Contract type: Full time
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, Day shift, may include alternate weekends - MOD.

Qualifications

  • Minimum Associates’ Degree; Bachelors’ Degree preferred. Assisted Living or Healthcare Experience required.
  • 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.
  • 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 and compiling data.
  • 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.).
  • Creates and maintains an atmosphere of warmth, personal interest, and positive emphasis with professionalism and confidentiality
  • Informs Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
  • 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 and 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


Staffing and Recruiting Process

  • Works closely with the community’s Regional Recruiter for staffing.
  • 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 Regional recruter.
  • 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
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