Business Office Manager – Public Guardian Office
Organization Type: Non-Profit (501)(c)(3)
Reports To: Executive Director / Board of Directors
Location: Winter Haven, FL (or surrounding Central Florida region)
Position Summary: The Business Office Manager is responsible for the administrative, financial, and contractual operations of the organization. This role serves as the central hub for state contract compliance, grant billing, HR administration, accounting and vendor coordination. The Manager ensures the organization is fully supported in managing the personal and financial well-being of vulnerable adults.
Key Responsibilities:
Contract Compliance & Reporting:
- Monitor, track, and ensure strict adherence to all grant and state service contracts.
- Prepare and submit timely and accurate programmatic and financial reports to state agencies
- Coordinate internal audits and facilitate monitoring visits from state regulators to maintain state certification and funding compliance.
Financial & Trust Account Management:
- Oversee agency accounting including Accounts Payable (AP), Accounts Receivable (AR), payroll processing, and budget tracking.
- Manage and reconcile complex client trust accounts, indigent burial funds, and representative payee accounts in compliance with Florida guardianship laws.
- Process state agency billing, track units of service delivered, and manage the reimbursement and invoicing cycles.
Office & Human Resources Operations:
- Manage daily business office operations, including inventory, IT systems, and telecommunications.
- Oversee onboarding, orientation, and benefits administration for new administrative staff and case managers.
- Maintain accurate, highly confidential ward files and ensure compliance with medical/legal privacy standards (HIPAA and Florida Statutes Chapter 744 for guardianship).
Stakeholder & Vendor Relations:
- Act as the primary liaison between the organization and financial institutions, government agencies (e.g., DOEA, DCF, SSA), attorneys and external vendors.
- Support organization staff by coordinating with medical facilities, nursing homes, and legal professionals regarding ward billing logistics.
- Handle incoming inquiries from wards, family members, and the public with compassion, confidentiality, and professionalism.
Qualifications & Requirements:
- Education: Bachelor’s degree in Business Administration, Nonprofit Management, Healthcare Administration, or a closely related field highly preferred, but not required.
- Experience: Minimum of 2 years of progressive experience in business office management, accounting, healthcare/social services administration or elder law.
- Regulatory Knowledge: Direct experience working with Florida DOEA, Medicaid, SSA, DCF or Florida guardianship/fiduciary compliance highly preferred.
- Financial Acumen: Proven track record in accounts receivable/payable, grant management, and trust reconciliation.
- Soft Skills: High emotional intelligence, exceptional organization skills, strict adherence to confidentiality, and a passion for advocating for seniors and vulnerable adults.
- Background Check: Must pass a Level 2 background screening and credit report as required by Florida law for fiduciary employees and guardianship professionals.
Pay: $25.00 - $35.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Life insurance
- Vision insurance
Application Question(s):
- This position requires the applicant to pass a mandatory level 2 background check and provide a good credit report as required by Florida law for Fiduciary employees and guardianship professionals. Do you qualify?
Work Location: In person
