OVERVIEW:

Leads the Business Office through management and supervision of the day-to-day accounting functions at the Palm Beach Memory Care Community. Leads others through oversight of our regional human resources advisor, employee relations and team development. Leads others and leads by example as supervisor of concierge. Ensures efficient and effective communication with other departments. Assist the Executive Director in ensuring adherence to all operations systems and functions.

RESPONSIBILITIES:

• Maintains basic knowledge of computer software and internet platforms including email.
• Oversees the day-to-day operations of the business office, including staffing coverage and management.
• Ensure all proprietary, financial, team member and resident information is kept confidential.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Process/file worker’s compensation claims.
• Processes orders for all necessary equipment and supplies for the community weekly. Orders are placed within budget guidelines and maintain inventory control.
• Accountable for business office budget and provides reports to management as requested.
• Perform human resource duties, including but not limited to:
• Maintain team member personnel files.
• Generate and review weekly payroll labor reports and address team member payroll concerns. Forward report to the PEO and Executive Director.
• Submit payroll to the PEO and Executive Director. Resolve all issues.
• Promotes personal and professional growth of staff and conducts performance reviews for direct reports.
• Places open position ads; assist in recruiting, hiring, supervising, evaluating, counseling, and if necessary, terminating team members.
• Works with the Alta Mgmt. Team and PEO human resources on disciplinary situations and meets with team members to discuss issues and concerns.
• Onboarding new team members, including creating and maintaining team member files.
• Assist in training team members by conducting new hire orientation by organizing it, creating timelines for all Directors, setting up the training room and organizing breakfast and lunches.
• Enroll, monitor completion, certificate archiving/filing and deactivation of all team members in continuing education online program (Relias).
• Ensuring new hire team member criminal histories, state required background checks are completed.
• Verify required team member licenses and certifications are current; prior to being hired.
• Confirm team member tuberculosis screening is performed as required by state or provincial regulations.
• Review and submit invoices to department managers for approval and then enter accounts payable system timely and accurately. Monitor billing errors.
• Maintains resident billing files.
• Assist with lease signing – As needed.
• Assist in answering resident billing issues.
• Confirm move-in deposits and collected monthly rent payments are deposited and recorded in a timely manner.
• Send Monthly delinquent notices and follows collection guidelines.
• Process annual resident lease increase letters in November.
• Enter required information into Yardi for all Move-in/Move-outs.
• Enter all charges in the billing system prior to running all statements.
• Follow monthly accounting calendar to meet all deadlines.
• Manages Concierge department. Responsible for all hiring decisions and other personnel matters relating to these departments.
• Perform staff duties necessary for immediate community operation in case of staffing problem.
• Respect dignity and confidentiality standards and promote resident rights.
• Complete or assist with special projects as requested by community or senior management.
• Adheres to all policies and procedures of the company.
• Follows guidelines for dress code and wears name badge daily.
• Perform other duties as assigned by Executive Director.

EDUCATION / EXPERIENCE:

• MUST HAVE EXPERIENCE IN ASSISTED LIVING AND/OR MEMORY CARE
• High school diploma or GED
• Exceptional teamwork and leadership skills
• Excellent organizational skills and multi-tasking abilities
• Strong attention to detail, basic bookkeeping and organizational skills required.
• Strong experience developing individual team members
• Excellent knowledge of the state regulations and compliance management
• Proven ability to execute results
• Strong financial and human resources judgement
• Maintains basic knowledge of computer software and internet platforms, including email.
• Working knowledge of basic accounting terminology and processes.
• Desire to work with older adults and their families
• Demonstrate ability to communicate effectively in English, both verbally and in writing.
• Projects a positive and professional image at all times.
• Meet state or provincial health related requirements.
• Maintain any other certification as required by state or provincial regulations.
• Obtain license or certification necessary for Executive Director position within one year of hire date.

WORK ENVIRONMENT: 60 Apartment; 72 Bed License Memory Care Community

This job operates in a professional office and senior living environment. This role routinely uses standard office equipment.

• Able to concentrate with frequent interruptions.
• Able to work under stress and in emergency situations.
• Able to work under conditions that require sitting, standing, walking, reaching, pulling, pushing, and grasping.
• Able to talk and hear effectively to convey instructions and information to residents and team members.
• Subject to reactions from dust, disinfectants and cleaning chemicals and may be exposed to infectious waste, diseases, and other conditions.
• Use personal protective equipment and supplies when needed:
• Personal protective equipment includes infection control kit, rubber gloves and non-slip shoes.
• Subject to infectious diseases, substances, and odors.

PHYSICAL REQUIREMENTS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.
• Able to stand or walk 75% of the day.
• Able to concentrate with frequent interruptions.
• Able to work under conditions that require sitting, standing, walking, reaching, pulling, pushing, and grasping.
• Able to talk and hear effectively to convey instructions and information to residents and team members.

TRAVEL:

• Travel is primarily local during the business day.