Business Office Manager

*Position: *Business Office Manager *Department: *Administration *FSLA Status: *Non Exempt *Reports to: *Executive Director April *Revised: *April 2020 *Job Summary:* This position will facilitate the successful operation of the Green Lake community business office.
This individual works with corporate office staff in support of corporate accounting and human resource procedures and activities that affect the local office.
The Business Office Manager assist in coordinating office services, records control, marketing, and special projects; organize and administer the business and administrative office; and contribute to effective communication and pleasant working conditions.
*Job Duties:* Essential Functions Support the mission, vision, and culture of the organization through positive communication and leadership.
Contribute to Community relationships by demonstrating cooperation and professional conduct with residents, families, fellow associates, physicians, pharmacies and other vendors or persons.
Contribute to team effort by being flexible in work assignments; by furnishing support; by taking initiative; and by understanding how this position affects and compliments all other Community positions.
Able to maintain work pace appropriate to given work load.
Perform activities on schedule while maintaining regular attendance and punctuality within specified tolerance.
Supervise administrative staff where applicable; provide training; set and adjust rates of pay and hours of work; provide performance feedback both informally and formally; recognize both appropriate and inappropriate behaviors and performance (provide rewards and discipline); apportion work among subordinates.
Human Resources Responsibilities Provide for the safety and security of associates; may be the community Safety Officer Ensure that all on-the-job injuries/illness are properly reported and documented; coordinate with department heads to allow injured workers to return to modified duty within the ordered restrictions when appropriate or ensure a doctor's release is obtained before returning to full duty; maintain the OSHA 300 and 300A logs.
Triage associate complaints and grievances in accordance with Problem Resolution Procedure.
Screen potential employment candidate's resumes/applications for minimum qualifications; arrange Page *1 *of *4* Business Office Manager 04/2020 and conduct screening interviews and coordinate with appropriate department head and/or Executive Director for final interviews and selection make contingent offers of employment.
Order all state and company required pre-employment screening, such as drug tests, physicals, fingerprint clearances and/or background checks.
Ensure all results are within state and/or company standards.
Participate in New Hire Orientation program and other regular associate meetings or functions.
Prepare new hire paper work, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.
Utilize Payroll reporting tools to manage accuracy of associate information and performance evaluation due dates.
Update associate information in Payroll system and personnel file.
Respond to Unemployment Insurance claims; represent company at unemployment Insurance appeals hearings.
Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office Human Resources; ensure all eligible associates have completed enrollment/declination forms.
Provide training to department heads and act as a consultant regarding Human Resources policies.
Make recommendations regarding terminations to department heads based on policies; ensure termination policies are followed by contacting Regional HR Director; conduct termination meetings.
Prepare Time Sheet Reports for payroll; edit daily time entries; ensure accuracy of bi-weekly payroll.
Accounting Responsibilities Process all accounts payable invoices and submit to home office weekly.
Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
Prepare and/or forward all resident forms regarding the accounting department to home office.
Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash, and monthly reconciliation sent to home office.
Daily maintain accuracy of Community Rent Roll.
Prepare monthly billing spreadsheet.
Make collection calls on past due accounts; -maintain collection logs/records; timely follow up on past due accounts; prepare accounts for submittal to collection agencies.
Coordinate the weekly packets to home office.
Assist with preparation of new residents' move-in paperwork, resident status changes, and move-out paperwork and forward to home office.
Prepare monthly printed Spend-Down Reports for department heads.
Maintain and communicate to corporate Community census data.
Support month-end closing procedures.
Analyze monthly operations statements for the Executive Director and department heads.
Handle or refer resident billing inquiries as appropriate.
Added Responsibilities Respond appropriately to changes in the work setting.
Perform other related assignments as required.
Assist the Executive Director with completion of documents, correspondence and special projects as Page *2 *of *4* Business Office Manager 04/2020 needed.
Conduct tours.
Be familiar with Green Lake Policies & Procedures Manual and Green Lake Associate Handbook.
Maintain accuracy of Community operations computer database with associate and resident information as assigned.
*Accountabilities:* Act on constructive feedback by listening to supervisor(s), customers and peers and use it to improve performance.
Maintain resident, employee, and community confidentiality.
Respect Resident's Rights.
Demonstrate positive attitude and ability to work well with all people, particularly the elderly.
Promote positive work environment that emphasizes teamwork.
Demonstrate willingness to help other staff whenever needed.
*Job Specifications*: Skill Two years Associates Degree or three or more years’ experience in office management, including bookkeeping and human resources responsibilities.
Possess excellent communication skills in diplomacy and superior time management and organizational skills.
Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company specific software programs.
May be required to hold valid First Aid Certification and valid Driver’s License.
Must be available for weekend coverage and all emergency situations on a rotating basis.
Effort Maintain mental alertness, attention, and concentration for necessary periods.
Apply common sense understanding and carry out instructions (written, oral or diagrammatic).
Adapt to situations requiring the precise attainment of set limits, tolerances, or standards.
Regularly required to sit for long periods of time and talk or listen.
Able to stand, stoop and bend frequently, lift up to 20 pounds and push up to 40 pounds.
When lifting must use necessary safety equipment; gait belt, hoyer lift, transfer board or ask another employee for assistance.
Failure to use proper safety equipment will result in disciplinary action and grounds for termination.
Also must have the ability to talk, hear, sit, use hands and fingers, handle/feel objects, tools or controls, and reach with hands and arms.
Specific vision requirements for this job include close vision, depth perception, and the ability to adjust the focus of the eyes.
Possess adequate physical stamina to move freely about the Community and assist residents where needed, including in emergency situations.
The physical demands described must be met by every associate.
Reasonable accommodations may be considered to enable individuals with disabilities to perform essential job functions.
Page *3 *of *4* Business Office Manager 04/2020 *Working Conditions:* Must be willing and able to work required and scheduled shifts, including evenings, weekends, overtime and holidays.
The noise level in the work environment is usually moderate to noisy.
*I have read and I understand this job description, and have been given a copy.
* \_ \_\_\_ \_\_\_ \_\_\_ \_ \_\_\_ \_ \_\_\_ \_\_\_ \_\_\_\_ Print Associate Name Date \_ \_\_\_ \_\_\_ \_\_\_ \_ \_\_\_ \_ \_\_\_ \_\_\_ \_\_\_\_ Associate Signature Date \_ \_\_\_ \_\_\_ \_\_\_ \_ \_\_\_ \_ \_\_\_ \_\_\_ \_\_\_\_ Supervisor Date The signed original copy of this receipt should be given to Management - it will be filed in your personnel file.
Page *4 *of *4* Business Office Manager 04/2020 Job Type: Full-time Pay: $18.
00 - $19.
00 per hour Benefits: * Dental insurance * Health insurance * Paid time off * Vision insurance Schedule: * 12 hour shift * 8 hour shift * Monday to Friday * Weekends as needed Experience: * Microsoft Office: 1 year (Preferred) * Administrative experience: 1 year (Preferred) Work Location: In person