The Business Office Manager assists in the completion of bookkeeping and administrative functions as designated by SSA Accounting procedures and the community Executive Director. They will also assist/oversee the Conceirge position to provide excellent customer service.
Essential Duties and Responsibilities
- Organize job duties in such a manner to effectively meet the work deadlines established by SSA Accounting every month. Communicate with department staff and Executive Director to ensure deadlines are met.
- Process all community accounts payable vendor invoices/statements, and route to SSA Accounts Payable.
- Manage petty cash or credit card account, as applicable.
- Post all accounts receivable and make and/or designate bank deposits.
- Notify Executive Director of past due accounts and assist in arranging payments pertinent to delinquent accounts as needed.
- Complete semi-monthly payroll tasks as directed by SSA policy.
- Manage paper and electronic filing systems for accounts payable, resident accounts receivable, personnel records, in-service logs, closed files, and other information; perform routine internal audits.
- Assist Executive Director and Marketing and Sales Director to ensure all admission paperwork is complete.
- Complete and process new admission financial paperwork and set up individual account receivable files for each resident.
- Conduct New Hire Orientations and completes or assists employees and department heads with employment-related paperwork.
- Process orientation check off sheets to ensure compliance orientation is completed.
- Assign monthly in-services and track in-service attendance.
- Assist in tracking all mandatory health and education requirements for all staff members (may include CPR/First Aid, HIV/Bloodborne Pathogens, Food Handler’s, TB testing, Flu vaccine, and Hepatitis vaccine).
- Assist in the completion of daily occupancy, apartment changes, and move-in and move-out notifications.
- Maintain yearly required application file.
- Monitor office equipment and preventive schedules.
- Assist supervisory staff in ordering with vendor contracts if requested.
- Order and maintain inventory of necessary office supplies.
- Attend mandatory meetings as scheduled by Executive Director.
- Maintain confidentiality of resident, community, employee, and company information.
- Maintain working knowledge of fire and disaster plans and responsibilities under emergency conditions.
- Perform other duties as assigned.
Supervisory Responsibilities
This position directly supervises the Concierge team. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. The Executive Director must be consulted before disciplinary action is taken.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Must satisfy all state health, licensure/certification, and background requirements.
Education/Experience: Must have a high school diploma or equivalent, plus one year of bookkeeping, Human Resources, or administrative experience, or equivalent combination of education and experience. Certificates and Licenses: No certifications or licenses are required.
Communication Skills: Receive and carry out verbal or written instruction. Communicate effectively in person, over the phone, or via email with customers and co-workers. Write and proofread routine correspondence and reports with appropriate grammar and spelling. Make group presentations to share information or explain policies and procedures.
Organization/Self-Management Skills: Perform a variety of duties, moving between tasks of differing nature, with occasional distractions and interruptions. Prioritize competing requirements to complete work in a timely manner when there are changes to workload and assignments. Work independently and follow through on assignments with minimal direction.
Computer Skills: Proficiency with computers, Windows operating system, Microsoft Office Suite, and familiarity with common accounting software programs
Physical Demands and Work Environment
The Physical Demands and Work Environment described below represent the activities and surroundings of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
Must be able to remain in a stationary position at least 50% of the time. Constantly operates a computer with extensive keyboard typing, and routinely uses other office machinery such as a telephone and printer/copier/scanner. Occasionally moves around inside the office to access files or office machinery, attend meetings, etc. Occasionally required to bend or twist to reach items and lift and/or carry items weighing up to 25 pounds. The person in this role frequently communicates with others to exchange information in person, over the phone, and via email, and must be capable of effective communication in these situations.
Work Environment
This position is situated in a climate-controlled office environment, with a moderate noise level consisting of typical office sounds. Sounds include but are not limited to computers, printers, telephones, light foot traffic, and background conversation. In certain circumstances, a staff member may be exposed to communicable diseases and infections, other biological hazards, and various drugs and chemicals. Due to these potential hazardous exposures, you may be required to wear Personal Protective Equipment (PPE) in addition to universal precautions. PPE could include, but is not limited to, gloves, gowns, masks, respirators, and goggles
Travel
Up to 10% local travel may be required.
