Business Office Manager- HR/Payroll

Bristal Assisted Living - Englewood, NJ (30+ days ago)3.5

Full-time

Direct responsibility for the business office functions including but not
limited to accounts receivable, accounts payable, resident billing including
Medicaid. Supervision of the concierge/reception staff, ensuring coverage,
management of performance and behavior are compliant with company expectations.
Administer the life cycle of an employee from new hire to termination to include
benefit support, payroll and data control. Have an overall knowledge of
community policies and practices.

DUTIES AND RESPONSIBILITIES:
Concierge Functions:
Manage the reception and concierge staff, including hiring, disciplining,
and terminating.
Create monthly schedules for the reception/concierge staff ensuring coverage
on all shifts. Responsible to cover the shift in person if coverage cannot be
obtained.
Evaluate, train, and perform annual evaluations for reception/concierge
staff.
Ensure the reception/concierge staff is knowledgeable on all alarm systems.
Ensure reception/concierge staff respond to calls professionally and in
accordance with The Bristal marketing requirements.

Human Resources Functions:
Thoroughly know the employee policies in the employee handbook and on the
public drives.
Perform new hire orientation, to include all requisite paperwork.
Coordinate and explain health and welfare benefit programs. Maintain tickler
for notification and enrollment of these programs.
Manage the Employee of the Month program
Create employee personnel files and ensure its location is confidential,
locked and not available to anyone except those who are permitted to have
access.
Generate employee workers’ compensation incident reports and forward to
the appropriate agency. Follow up with staff member and insurance carrier to
keep claim exposure to a minimum. Maintains OSHA logs.
Explain FMLA procedures to employees requiring leave.
Ensure federally mandated FMLA paperwork is completed by employee within
requested timeframe and in entirety.
Follow up at the end of the FMLA leave to get a return to work date from the
employee.
Submit disability paperwork to employees suffering from an off the job
injury/illness.
Create payroll /benefits reports as requested by the Vice President of Human
Resources.
Review and submit the annual EEO-1 report
Maintains community turnover reports.

Payroll Function:
Control the input of new employees and of new information (rate, department,
location changes) entry into the ADP payroll system
Prepare, process and transmit the bi-weekly payroll, ensuring accuracy and
timeliness. Oversee the distribution of the payroll checks.
Assist staff in understanding pay, deductions and changes.
Process garnishment deductions directed by legal jurisdictions.
Respond to authorized requests to agencies/legal entities for pay history of
former and current employees.
Create reports in ADP Workforce Now

Resident functions:
Control the input of Resident information into the CompuCare System
Preparation and processing of Resident monthly billing statements including
those billed through the NJ Medicaid Program.
Process Resident’s security deposits and related paperwork.
Prepare and input all accounts receivable required data into CompuCare.
Prepare daily bank deposits and deliver them to the bank when requested.
Record deposits in CompuCare and apply payments.
Support the Executive Director in explaining the resident bills to residents
and family members.
Process monthly rent increase letters and updates to system.
Process all changes in billing related to Resident care level changes,
apartment suite changes, rental increases, discharges and rent security refunds
including related paperwork and correspondence in CompuCare.
Understands what is needed for completion of all residency agreements.
Completes and keeps checklist for resident annual increases.
Follows policy and procedure for Resident private duty aides.
Thorough understanding of resident Emergency Response System (ERS).

Business Office functions:
Review, general ledger code and input all accounts payable information.
Review vendor statements and maintain account records.
Send weekly A/P packages by Monday each week to Corporate office.
Respond to vendor calls regarding payments.
Gather all necessary information for month-end closing procedures.
Supervise petty cash reconciliation to be approved by Executive Director.

General functions:
Attend and actively participate in the weekly Department Head Meetings
Support the community by attending special functions, i.e.. holiday party,
staff appreciation, etc.
Order and maintain inventory of office supplies and office machines.
Perform building tours as required in the absence of the CRD.

EXPERIENCE

2-3 year’s experience in a healthcare office environment
Staff supervision, preferred
1 year experience with Payroll and/or Human Resources

QUALIFICATIONS:
Four year degree in related field; or two year degree plus equivalent
directly related experience.
Must be flexible with time
Must be able to interact in a positive manner with a variety of people,
employees as well as residents.
Must be knowledgeable in MS Windows, Outlook, Excel and Microsoft Word.
Must be accurate and detail oriented and have the ability to refocus
attention as the day demands, understanding there will be many interruptions.
Must be confidential with employee and resident information
Knowledge of general office equipment.
Ability to work under pressure, meet deadlines, be exacting in performance
Work well in an environment with minimal supervision by creating own
deadlines and work schedules
Communicate clearly in English and speak in front of a group