Business Office Manager
Job DescriptionWhen you work at Magnolia Springs East, you have a front-row seat to the amazing life stories of the wisest people on earth.
What's more, you are part of an extraordinary company - one that's investing in the future of senior living by investing in you.
Don't just do a job.
Be part of an extraordinary life!We are currently seeking an experienced and organized Business Office Manager.
POSITION TITLE:
Business Office ManagerSUPERVISOR'S TITLE:
Executive DirectorSTATUS:
Salaried / ExemptPosition
Summary:
Provide Human Resources and Financial support to the community and the Executive Director.
Essential Job Functions:
1.
Prepare and report resident financial information to Corporate, i.
e.
rents, ancillary charges, move in and out, payroll and trailing accounts receivable, and specialty accounts.
2.
Review billing statements prior to being sent to the resident.
3.
Review rent roll report, assures accuracy, and review errors and corrections with Executive Director.
4.
Process and deposit resident rent payments and manage ACH where applicable.
5.
Report depository receipts to Corporate Accountant.
6.
Review final accounting for resident upon death, discharge or move-out.
7.
Respond to financial inquiries of resident, POA, government agents or guardians.
8.
Coordinate with government agencies for billing resident rents, monitors and tracks amount owed, and reconciles.
9.
Make collection efforts on delinquent resident accounts, and record outcome on Collection Progress Record.
10.
Maintain, reconcile and report resident trust accounts according to state regulations.
10.
Review security deposit reports from Corporate.
11.
File and maintain Residency Agreements.
12.
Publish and distribute rent increase notices to residents/families.
13.
Manage and reconcile all bank accounts monthly.
Accounts Payable Functions1.
Prepare flash report/spend down, analyze and update for Executive Director, regional and senior management.
Perform weekly reconciliation.
2.
Respond to vendor's payment inquiries and issues checks.
3.
Review Corporate check registers.
Keep up-to-date, ensure accuracy, and reconcile.
4.
Maintain vendor files and reconcile vendor's monthly statements; check monthly invoices for accuracy and submit to Corporate for payment.
5.
Submit all A/P invoices weekly to Corporate Accounting.
Payroll and Human Resources Functions1.
May supervise a Community Department with multiple employees.
2.
Run payroll variance reports, 7 minute and overtime reports, analyze and submit for supervisory review once variances are approved by department managers.
Ensure payroll accuracy and compliance with Corporate policies and procedures.
3.
Review all time cards for accuracy before submitting payroll.
4.
Report all new hires, status changes (leaves of absence, wage changes) and changes that affect participation in benefit programs for community staff.
5.
Consult with Payroll Department to ensure that the employee's Federal and State6.
Respond to employee questions concerning wages, benefits, etc.
7.
Ensure that Corporate and state requirements for completion of all pre- and post- employment checks (criminal, abuse and licensure background checks, health/communicable disease screenings) are requested and completed (prior to making an employment offer, if required) and documented in the employee's personnel file.
8.
Orient new employees to all policies and procedures related to all Conditions of Employment (see form HRS003), Drug Free Workplace Policy, and policies pertaining to reporting of and seeking treatment for on the job injuries.
9.
Maintain employees' training records and prepares training certificates.
10.
Maintain annual renewals for staff specific certifications.
11.
Advise PEO of any requests to enroll in or change participation in company sponsored benefit programs.
12.
Maintain employee files according to Corporate guidelines and state requirements.
13.
Ensure all aspects of Workers Compensation Program are completed in a timely manner14.
Operate, maintain records for, and arrange for payment of awards associated with workers compensation safety bingo, raffle incentive, and new hire referral programs.
15.
Advise Corporate HR Department of any request to enroll in Company 401(k) plan.
16.
Ensure the implementation of OSHA and Safety guidelines.
Cash functions, miscellaneous:
1.
Update and maintain special account spreadsheet.
Keeps special accounts reconciled monthly.
2.
Request special account replenishment directly from Corporate.
3.
Request petty cash replenishment directly from Corporate.
4.
Supervise the community Concierge(s) or Receptionist(s).
5.
Coordinate archiving of community records.
6.
Ensure that all copies of Corporate policy, procedure and forms manuals are up to date at all times by making all updates and/or replacements within 2 business days of notification of a change or addition.
7.
Assist Executive Director with annual budgeting process.
8.
Assist Executive Director with monthly financial review.
9.
Assist with Corporate inquiries.
10.
The Community embraces a culture of hospitality.
To that end, all employees are expected as a condition of employment to practice the LCS Hospitality Promises(TM) in all interactions with residents, fellow employees, and guests:
oWe greet residents, employees and guests warmly, by name and with a smile.
oWe treat everyone with courteous respect.
oWe strive to anticipate resident, employee and guest needs and act accordingly.
oWe listen and respond enthusiastically in a timely manner.
oWe hold ourselves and one another accountable.
oWe embrace and value our differences.
oWe make residents, employees and guests feel important.
oWe ask Is there anything else I can do for you?oWe maintain high levels of professionalism, both in conduct and appearance, at all times.
oWe pay attention to details.
Non Essential Job Functions:
1.
Responsible for data entry of resident information into community software.
2.
Act as Manager on Duty as directed by Executive Director.
3.
Maintain capital expenditures files as directed by Executive Director.
4.
Assist the community Executive Director with enrollment of employees in the company 401(k) plan.
5.
Assist Executive Director in the management of open workers compensation claims as directed.
6.
Provide switchboard relief as required.
Education Required (Preferred):
oAssociate degree in accounting, business, finance, or human resources (required)oBachelor's degree in accounting, business, finance or human resources (preferred)Years/Months of
Experience:
oMinimum two years' experience in accounts receivable, payroll, and human resourcesoMinimum 1 year experience supervising at least one employeeKnowledge/Skills:
oFinancial reportsoBank reconciliationsoEmployee/customer relationsoFull cycle accountingoHigh level of proficiency with Microsoft Office Suite productsSpecial Requirements (if applicable):
oAbility to prepare accurate and timely reports to meet required deadlinesoTyping:
40 wpmoDoctor's statement verifying employee is free from communicable diseaseoMust possess current and valid driver's license consistent with the requirements determined by size of vehicle and laws of the state in which the driver is licensed.
oMust possess personal driving record consistent with the requirements of the Fleet Safety Policy.
Other Information:
1.
List tools, equipment, machines used on the job:
oPersonal computeroGeneral office equipment:
printer, copies, scanner, fax machine, telephone, check scanner2.
Physical activities of the position:
oLifts and carries up to 50 lbs.
occasionallyoPushes and pulls up to 50 lbs.
occasionallyoClimbs, reaches, bends and twists occasionallyoTalks and listens occasionallyoCommunicates clearlyoSits 7 hours per day; stands and walks 1 hour per day (combined)3.
Physical requirements of the job:
oSedentary work:
exert up to 10 lbs.
of force occasionally4.
Visual acuity requirements, including color, depth perception, and field of vision:
oClerical/Administrative including the work of people who do analysis of data, work at a computer terminal and read5.
Environmental factors:
oThe worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
Recommended Skills Accounts Payable Accounts Receivable Attention To Detail Bank Reconciliation Billing Claim Processing Estimated Salary: $20 to $28 per hour based on qualifications.
What's more, you are part of an extraordinary company - one that's investing in the future of senior living by investing in you.
Don't just do a job.
Be part of an extraordinary life!We are currently seeking an experienced and organized Business Office Manager.
POSITION TITLE:
Business Office ManagerSUPERVISOR'S TITLE:
Executive DirectorSTATUS:
Salaried / ExemptPosition
Summary:
Provide Human Resources and Financial support to the community and the Executive Director.
Essential Job Functions:
1.
Prepare and report resident financial information to Corporate, i.
e.
rents, ancillary charges, move in and out, payroll and trailing accounts receivable, and specialty accounts.
2.
Review billing statements prior to being sent to the resident.
3.
Review rent roll report, assures accuracy, and review errors and corrections with Executive Director.
4.
Process and deposit resident rent payments and manage ACH where applicable.
5.
Report depository receipts to Corporate Accountant.
6.
Review final accounting for resident upon death, discharge or move-out.
7.
Respond to financial inquiries of resident, POA, government agents or guardians.
8.
Coordinate with government agencies for billing resident rents, monitors and tracks amount owed, and reconciles.
9.
Make collection efforts on delinquent resident accounts, and record outcome on Collection Progress Record.
10.
Maintain, reconcile and report resident trust accounts according to state regulations.
10.
Review security deposit reports from Corporate.
11.
File and maintain Residency Agreements.
12.
Publish and distribute rent increase notices to residents/families.
13.
Manage and reconcile all bank accounts monthly.
Accounts Payable Functions1.
Prepare flash report/spend down, analyze and update for Executive Director, regional and senior management.
Perform weekly reconciliation.
2.
Respond to vendor's payment inquiries and issues checks.
3.
Review Corporate check registers.
Keep up-to-date, ensure accuracy, and reconcile.
4.
Maintain vendor files and reconcile vendor's monthly statements; check monthly invoices for accuracy and submit to Corporate for payment.
5.
Submit all A/P invoices weekly to Corporate Accounting.
Payroll and Human Resources Functions1.
May supervise a Community Department with multiple employees.
2.
Run payroll variance reports, 7 minute and overtime reports, analyze and submit for supervisory review once variances are approved by department managers.
Ensure payroll accuracy and compliance with Corporate policies and procedures.
3.
Review all time cards for accuracy before submitting payroll.
4.
Report all new hires, status changes (leaves of absence, wage changes) and changes that affect participation in benefit programs for community staff.
5.
Consult with Payroll Department to ensure that the employee's Federal and State6.
Respond to employee questions concerning wages, benefits, etc.
7.
Ensure that Corporate and state requirements for completion of all pre- and post- employment checks (criminal, abuse and licensure background checks, health/communicable disease screenings) are requested and completed (prior to making an employment offer, if required) and documented in the employee's personnel file.
8.
Orient new employees to all policies and procedures related to all Conditions of Employment (see form HRS003), Drug Free Workplace Policy, and policies pertaining to reporting of and seeking treatment for on the job injuries.
9.
Maintain employees' training records and prepares training certificates.
10.
Maintain annual renewals for staff specific certifications.
11.
Advise PEO of any requests to enroll in or change participation in company sponsored benefit programs.
12.
Maintain employee files according to Corporate guidelines and state requirements.
13.
Ensure all aspects of Workers Compensation Program are completed in a timely manner14.
Operate, maintain records for, and arrange for payment of awards associated with workers compensation safety bingo, raffle incentive, and new hire referral programs.
15.
Advise Corporate HR Department of any request to enroll in Company 401(k) plan.
16.
Ensure the implementation of OSHA and Safety guidelines.
Cash functions, miscellaneous:
1.
Update and maintain special account spreadsheet.
Keeps special accounts reconciled monthly.
2.
Request special account replenishment directly from Corporate.
3.
Request petty cash replenishment directly from Corporate.
4.
Supervise the community Concierge(s) or Receptionist(s).
5.
Coordinate archiving of community records.
6.
Ensure that all copies of Corporate policy, procedure and forms manuals are up to date at all times by making all updates and/or replacements within 2 business days of notification of a change or addition.
7.
Assist Executive Director with annual budgeting process.
8.
Assist Executive Director with monthly financial review.
9.
Assist with Corporate inquiries.
10.
The Community embraces a culture of hospitality.
To that end, all employees are expected as a condition of employment to practice the LCS Hospitality Promises(TM) in all interactions with residents, fellow employees, and guests:
oWe greet residents, employees and guests warmly, by name and with a smile.
oWe treat everyone with courteous respect.
oWe strive to anticipate resident, employee and guest needs and act accordingly.
oWe listen and respond enthusiastically in a timely manner.
oWe hold ourselves and one another accountable.
oWe embrace and value our differences.
oWe make residents, employees and guests feel important.
oWe ask Is there anything else I can do for you?oWe maintain high levels of professionalism, both in conduct and appearance, at all times.
oWe pay attention to details.
Non Essential Job Functions:
1.
Responsible for data entry of resident information into community software.
2.
Act as Manager on Duty as directed by Executive Director.
3.
Maintain capital expenditures files as directed by Executive Director.
4.
Assist the community Executive Director with enrollment of employees in the company 401(k) plan.
5.
Assist Executive Director in the management of open workers compensation claims as directed.
6.
Provide switchboard relief as required.
Education Required (Preferred):
oAssociate degree in accounting, business, finance, or human resources (required)oBachelor's degree in accounting, business, finance or human resources (preferred)Years/Months of
Experience:
oMinimum two years' experience in accounts receivable, payroll, and human resourcesoMinimum 1 year experience supervising at least one employeeKnowledge/Skills:
oFinancial reportsoBank reconciliationsoEmployee/customer relationsoFull cycle accountingoHigh level of proficiency with Microsoft Office Suite productsSpecial Requirements (if applicable):
oAbility to prepare accurate and timely reports to meet required deadlinesoTyping:
40 wpmoDoctor's statement verifying employee is free from communicable diseaseoMust possess current and valid driver's license consistent with the requirements determined by size of vehicle and laws of the state in which the driver is licensed.
oMust possess personal driving record consistent with the requirements of the Fleet Safety Policy.
Other Information:
1.
List tools, equipment, machines used on the job:
oPersonal computeroGeneral office equipment:
printer, copies, scanner, fax machine, telephone, check scanner2.
Physical activities of the position:
oLifts and carries up to 50 lbs.
occasionallyoPushes and pulls up to 50 lbs.
occasionallyoClimbs, reaches, bends and twists occasionallyoTalks and listens occasionallyoCommunicates clearlyoSits 7 hours per day; stands and walks 1 hour per day (combined)3.
Physical requirements of the job:
oSedentary work:
exert up to 10 lbs.
of force occasionally4.
Visual acuity requirements, including color, depth perception, and field of vision:
oClerical/Administrative including the work of people who do analysis of data, work at a computer terminal and read5.
Environmental factors:
oThe worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
Recommended Skills Accounts Payable Accounts Receivable Attention To Detail Bank Reconciliation Billing Claim Processing Estimated Salary: $20 to $28 per hour based on qualifications.
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