POSITION SUMMARY
The Business Office Assistant is responsible for providing administrative support to the community's business operations, human resources, payroll processing, resident billing, accounts receivable, and general office functions. This position serves as a key point of contact for employees, residents, families, vendors, and visitors and helps ensure the efficient operation of the business office while maintaining compliance with company policies and California RCFE regulations.
REPORTS TO
Business Office Director and Executive Director
SCHEDULE
Monday - Friday 10:00 AM - 6:30 PM
ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES
Human Resources Administration
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Assist with onboarding and new hire orientation processes.
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Maintain employee personnel files and ensure documentation is complete and compliant.
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Process employment-related paperwork, including status changes, transfers, and terminations.
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Assist with employee benefits enrollment and related documentation.
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Maintain confidentiality of employee information and records.
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Support recruitment efforts, including assist with scheduling interviews and processing applicant documentation.
Payroll Administration
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Review timecards for accuracy and communicate discrepancies to department managers.
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Assist employees with payroll inquiries and timekeeping issues.
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Process payroll-related documentation in accordance with company procedures.
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Maintain payroll records and reports.
Resident Billing and Accounting
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Assist with resident billing, accounts receivable, and collection activities.
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Process and record resident payments.
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Prepare bank deposits and maintain accurate financial records.
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Assist with monthly census reporting and occupancy tracking.
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Support invoice processing and accounts payable functions as assigned.
Office Administration
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Maintain office filing systems and business records.
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Answer telephones, greet visitors, and direct inquiries appropriately.
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Order and maintain office supplies and equipment.
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Prepare correspondence, reports, spreadsheets, and other business documents.
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Coordinate mail distribution and shipping activities.
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Schedule meetings and maintain business office calendars.
Compliance and Customer Service
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Maintain confidentiality of resident, employee, and company information.
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Ensure compliance with federal, state, local, and company regulations.
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Provide professional customer service to residents, families, employees, and visitors.
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Assist department managers with administrative projects and reporting.
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Participate in community meetings and training programs as required.
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Support a positive and professional community environment.
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Perform other duties as assigned by the Executive Director or Business Office Director.
MINIMUM QUALIFICATIONS
Education
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High school diploma or GED required.
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Associate degree in Business Administration, Human Resources, Accounting, or related field preferred.
Experience
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Minimum two (2) years of administrative office experience required.
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Experience in senior living, assisted living, healthcare, human resources, payroll, or accounting preferred.
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Experience with HRIS/payroll systems such as Paycom preferred.
Mathematical Skills
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Ability to perform basic accounting and mathematical calculations.
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Ability to reconcile billing information and prepare financial reports.
Reasoning Skills
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Ability to exercise sound judgment and prioritize competing responsibilities.
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Ability to maintain confidentiality and handle sensitive information appropriately.
Communication Skills
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Excellent verbal and written communication skills.
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Ability to communicate effectively with residents, families, vendors, regulatory agencies, and employees.
Equipment Used
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Personal computer and Microsoft Office applications.
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Payroll and HR software systems.
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Standard office equipment including copier, fax, scanner, and multi-line telephone system.
PHYSICAL REQUIREMENTS
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Ability to sit, stand, walk, bend, reach, and lift up to 25 pounds.
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Ability to operate office equipment and computer systems for extended periods.
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Ability to move throughout the community as needed.
PERSONAL CHARACTERISTICS
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Demonstrates professionalism, integrity, and accountability.
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Displays compassion and respect toward older adults.
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Maintains a positive, customer-service-focused attitude.
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Exercises discretion when handling confidential information.
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Demonstrates strong organizational and time-management skills.
WORKING CONDITIONS
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Well-lighted office environment within an assisted living community.
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Frequent interaction with residents, visitors, families, vendors, and staff.
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May be exposed to stressful situations requiring sound judgment and professionalism.
CALIFORNIA RCFE REQUIREMENTS
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Must pass a criminal background clearance prior to employment.
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Must meet California health screening and tuberculosis clearance requirements.
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Must comply with all California Department of Social Services regulations applicable to Residential Care Facilities for the Elderly (RCFE).
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Must complete all required state and company-mandated training.
