28 Dec 2016

Full-Time Business Office Manager

The Plaza Assisted Living – Posted by ayokoyama@plazaassistedliving.com – Anywhere

NOTE: This job listing has expired and may no longer be relevant!

Job Description

Summary of Position:
Responsible for assisting Administrator and ensuring that the business office and all functions relating to the business office run smoothly. Functions include properly processing accounts payables, receivables and petty cash in coordination with the management company. Additionally, maintaining personnel files and ensuring employee requirements are maintained in accordance with Department of Health regulations and facility policies and procedures are also key functions of this position. Ability to plan, implement and problem solve areas of responsibility in coordination with the Administrator is crucial to the success of the facility.

Qualifications:

Prefer at least one year of experience in an assisted living setting overseeing accounts payable and receivable

  • Strong bookkeeping experience preferred
  • Minimum high school education or equivalent
  • Ability to read, write, speak and understand English
  • Acceptable references
  • Team player
  • Able to work with a variety of individuals in a calm and patient manner
  • Ability to relate positively, effectively and appropriately with residents, family members, staff members and visitors
  • Self motivated with ability to prioritize projects and multi-task
  • Ability to take and follow instructions
  • Genuine interest in the needs of residents served
  • Candidate must possess excellent organizational and communication skills
  • Knowledgeable in using computers including ability to work with Excel and Word software
  • Capable of running office equipment: computer, fax machine, copier and phone
  • Ability to attend all required trainings and in-services as directed by Administrator
  • Must meet all requirements established in Employee Handbook and Operating Policies and Procedures Manuals
  • Must meet all requirements established by regulation that pertain to employees who work in an Assisted Living setting, Hawaii Administrative Rules, Department of Health, Title 11, Chapter 90.
  • Physical requirements of position: standing, sitting, reaching above shoulders, bending/stooping, perform repetitive motions, able to operate a computer and occasional lifting. In addition, must be free of communicable disease and meet community policies and procedures regarding necessary physical health

    • Essential Functions:

    • Process accounts payable in accordance with management company procedures.
    • Create vendor files for all accounts payable vendors. Ensure each vendor has a certificate of insurance on file with the facility as appropriate.
    • Generate accounts receivable statements on a monthly basis for residents/representatives in accordance with management company procedures.
    • Follow-up on delinquent resident accounts for payment.
    • Promptly deposit resident rents (and other monies) in the bank on a daily basis (or as received). Promptly communicate all deposits made to Management Company in accordance with established procedures.
    • Process petty cash reconciliation statement and submit petty cash requests in coordination with the Administrator and in accordance with management company procedures.
    • Answer phones courteously and efficiently. Transfer phone calls to appropriate departments or take messages if staff member is not available. Ensure phone messages are appropriately routed to the staff member that the call was intended.
    • Be knowledgeable about all community policies and procedures in Operating Policies and Procedures Manual and Emergency Manual.
    • Be knowledgeable regarding resident rights and provide service in a manner that promotes resident rights and is respectful of resident choices.
    • Maintain confidentiality of resident and employee information.
    • Promptly report incidents to Administrator and/or Director of Nursing.
    • Review and implement new employee paperwork with new hires and ensure a file is set up for each employee and properly maintained.
    • Ensure that all employees at community provide/meet all employment requirements (such as CPR, First Aid, TB testing, Training Requirements, etc.) in accordance with regulations and established policies and procedures. Conduct reference and license verification checks prior to hiring. Develop and utilize a tracking system to ensure employees are meeting requirements within established timeframes. Promptly report to Administrator employees who are not meeting requirements within established guidelines.
    • Assist with payroll functions including answering employee payroll questions and sharing new employee information and/or changes with Kitsap Payroll.
    • Promptly alert Administrator regarding employee overtime incurred.
    • Assist Administrator and Director of Nursing Services with employment advertising and scheduling employment interviews.
    • Assist Administrator and Director of Nursing Services in organizing staff meetings and in-services and trainings.
    • Utilize office equipment (computer, fax machine, copier and phone) to complete tasks specified.
    • Assist with office and other supply planning and shopping.
    • Be familiar with disaster and fire plans as specified in policies and procedures manual. Assist with building emergencies as instructed.
    • Assist with other duties and projects as assigned by Administrator.

     Other Requirements: 

    Travel will be limited to running necessary facility errands as specified by Administrator and may be compensated by submitting a mileage report monthly.

     

    Job Categories: Administrative and Clerical Jobs. Job Types: Full-Time. Salary: 40,000 - 60,000.

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