Business Office Director
Business Office Director
REPORTS TO: Executive Director
DEPARTMENT: Administration
FLSA STATUS: None
LANGUAGE: Ability to read, write and speak English
LOCATION: The Village at Heritage Oaks
POSITION SUMMARY:
The Business Office Director is responsible for managing and supervising all the financial and business functions of the community such as accounts payable, accounts receivable, billing, payroll, record keeping and all other services integral for the facility's operations.
This position also maintains all resident, employee, and resource files. It serves as the community's primary resource for handling and managing questions/inquiries from residents, their families, government agencies, vendors, and our own employees related to, among other things, cash receipts, billing, vendor payments, expenses, payroll, benefits, and other human resources related functions.
QUALIFICATIONS REQUIRED:
Accounting, Finance, or a related field and two (2) years
of experience with business office functions preferred OR
knowledge of Accounting, Finance, or a related field and two (2) years
of experience with business office functions preferred OR
- Equivalent combination of education and experience may be considered.
- Three(3) to five (5) years in business office management, finance or accounting
preferred.
- Working knowledge of general accounting, billing and collections and expense
management practices, and payroll functions, and federal and state employment laws
preferred.
- Experience with operating office equipment including phone systems, and the ability to
quickly learn new systems preferred.
- Ability to clearly present information with effective verbal/written communication skills,
solid mathematical skills, strong organizational skills, with strong attention to detail,
with all constituents including, residents, families, employees, vendors, and the public
required.
- Compassion for and desire to work with the elderly Required.
- Experience and Knowledge in senior living preferred.
- Knowledge of and/or ability to quickly master an understanding of related regulatory
and compliance requirements required.
- Working knowledge of computers including Excel, Word.
RESPONSIBILITIES:
- Supervise, develop, and schedule Reception Staff according to WRSL policies,
procedures, and standards.
- Fill in during staffing shortages to coverage requirements for Reception/ Concierge
functions.
- Operate the reception staff within budget and according to WRSL policies, procedures,
and standards.
- Responsible for ordering and maintaining adequate office supplies for the community.
- Accept resident payments, record on cash log, and ensure timely and accurate deposits.
- Collect in a timely manner private, Medicaid, and other balances owed to the company
by residents, maintain resident business charts and audits monthly.
- Develop and maintain vendor relationships.
- Create and collect business files for resident business records; keep business files
updated.
- Track ancillary charges and accuracy of invoices to be sent to Syracuse Office monthly,
ensuring proper coding and departmental authorization is acquired.
- Coordinate documentation for Move-In, Move-Out, and Transfers with Syracuse Office.
- Distribute resident invoices, submit rate changes, annual or otherwise, and verify
accuracy of all charges on resident's account.
- Responsible for accurate tracking of resident's personal accounts monthly including
quarterly mailings of account details to resident's Power of Attorney (POA).
- Coordinate, administer and process new hire paperwork for community staff including but not limited to; offer letters for management personnel as needed, background checks, new hire forms, drug testing, PPDs, and physicals and other requirement as required by DOH and other regulating agencies
- Responsible to coordinate, schedule and then, implement all new hire orientation,
process terminations, and maintain timely and accurate employee change of status,
maintaining up-to-date employee files, including monthly auditing
- Stays in compliance with, and delivers communication for Willow Ridge policies and
procedures, including Employee Handbook, including state, federal and government
agencies about onboarding practices and payroll processing procedures
- Maintains OSHA logs and is knowledgeable regarding OSHA regulations and compliance
- Assist department heads with proper documentation to administer disciplinary action
for all staff
- Follow up to ensure all new hire information and benefit enrollment information has
been completed within the required time frame, terminations, and payroll changes.
- Properly record and certify ACA (Affordable Care Act) entries for all employees as
required
- Responsible for tracking and performing reception staff evaluations.
- Assists management staff to keep track of annual performance reviews and 30/60/90 day new hire reviews per department
- Responsible for all leave submissions for all employees and tracking of all employee
status, keep updated employee files, payroll, and absence management tracking (FMLA,
LOA, Disability, PFL, Workers' Compensation, unemployment insurance.)
- Manage security and confidentiality of all community employment files and records.
- Responsible for tracking and providing reports for all monthly in-service training
(Relias).
- Maintain new employee entries into time clock, and compute hours from time and
attendance device, audit information and process payroll into reporting software.
- Adheres to payroll best practice processing procedures and approval process; payroll
register final approved by Executive Director prior to final submission.
- Provide in-service trainings as needed, provide new hire and/ volunteer orientation
ensuring employees training are current
- Promote and encourage residents to participate in activities.
- Ensures that residents and families receive the highest quality of service in a caring and compassionate atmosphere which recognizes the individuals' needs and rights.
- Maintains a valid driver's license for car travel as needed.
- Attend all required in-service trainings.
- Acquire, and maintain, an understanding of, and comply with, all Willow Ridge safety
practices, policies and procedures related to your job.
- Participate and present in annual safety training and in services.
- Monitor your staff's compliance with safety policies and procedures, implement
corrective actions when indicated.
- Report any staff injury or accident in a timely fashion for your department.
- Actively participate in employee injury/accident investigations in your department.
- Rotate as a member of the Safety Committee.
- Performs all other duties as needed or requested by supervisor.
LEADERSHIP:
- Through example, inspires and motivates performance of subordinates and promotes
honesty, trust, and respect.
- Coach and evaluate staff performance as necessary to maintain high standards of
quality care, financial accountability, and business growth.
- Evaluate the performance and effectively recommend changes to terms and conditions
of employment for all reception staff.
- Interview and hire all community reception staff.
- Uses critical thinking and sound judgement on decisions that impacts residents,
associates, and general operation of the community.
- Support community staff in infection control procedures including the COVID-19 and
blood borne pathogen exposure plan.
- Ability to assess and understand customers' expectations, needs and circumstances.
- Ability to speak intelligently about Willow Ridge and of assisted living programs.
- Assist the Executive Director with prompt follow-up and resolution of customer service
complaints and inquiries.
- Assist and participate in the community's orientation program and ongoing lnservice
program.
- Participate in the developing, reviewing, and implementing of policies concerning
department.
- Assist the community with sales &
marketing outreach activities including routine visits
to physician's, discharge planners and other referral sources.
- Maintain a high level of confidentiality regarding residents, staff, and the community.
- Maintain flexible work schedule to be available to work evenings, nights, weekends,
and holidays as needed.
- Follow Willow Ridge Senior Living policies and procedures.
PHYSICAL/SENSORY REQUIRMENTS:
- Ability to exert 20-50 pounds of force occasionally and/or 10-25 pounds of force
frequently and/or up to 10 pounds of force constantly to lift, carry, push, pull, or
otherwise move objects.
- Must be in full compliance with all regulatory required vaccinations (including COVID-19,
MMR, etc).
OSHA CLASSIFICATIONS:
- Potential for exposure to bloodborne pathogen.
This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the business and requirement of the job change.
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
