What are the responsibilities and job description for the Business Office Coordinator. Manager position at 12 OAKS MANAGEMENT SERVICES INC?
The Business Office Manager is responsible for the business office and manages all transactions related to accounts payable, accounts receivable, and resident trust accounts. He or she maintains accurate census data and levels of service and implements and monitors systems with departmental directors for budgetary compliance. The Business Office Manager works with sensitive information, and maintaining and protecting confidentiality is of utmost importance. Responsible for performing the business-related functions of the Community, overseeing receptionists, and for assisting the Executive Director with other duties as needed.
Primary Duties & Responsibilities:
- Collects and maintains resident census on a daily basis and generates census and occupancy reports as requested
- Manages accounts payable and accounts receivable
- Processes and ensures the accuracy of General Ledger
- Helps prepare the operating budget and provides department directors with regular updates on departmental spending
- Distributes resident billing timely an responds and researches resident and family inquiries in regard to charges, billing and payments
- Makes bank deposits daily
- Maintains the petty cash process including ledger accounting for disbursement
- May participate in monthly budget variance conferences and provide reports
- Prepares refund requests for residents when applicable
- Ensures that required documentation is complete and is in compliance with regulations and standards
- Provides timely and accurate reports as required
- Manages supplies and ensures orderly work areas
- Supervise and support receptionists, providing leadership and fostering a productive work environment
- Helps oversee, hire, train, and schedule receptionists
- Performs Onboarding process of new hires to include paperwork and setting up in time clock
- Assist all hiring managers with recruiting and hiring process including completion of pre-employment task
- Coordinate and conduct orientation of new employees
- Manages employee records and handles HR-related inquiries
- Ensures timesheets are reviewed daily and approved in a timely manner
- Submits employee changes such as pay increases, change in position or status, and terminations timely
- Attends all staff meetings, training, and educational classes as required
- Processes payroll to include inputting missed punches, holidays, getting proper approval, and submission on assigned day
- Performs all other tasks as requested
Qualifications & Physical Requirements:
- Desire to work with the seniors in an environment that upholds their privacy, dignity, choice, independence, and individuality
- Sound knowledge of accounting basics
- Good verbal and written communication skills and the ability to work well with others
- Strong computer skills, proficient in MS Word and Excel, with the ability to learn customized programs quickly
- Ability to provide oversight and supervision in an effective manner
- Ability to make good judgments
- Professional appearance and demeanor
- Strong organization skills, able to multi-task, and can manage time to meet frequently changing deadlines in a fast-paced environment
- Strong problem solving and analytical skills
- Able to deal with confidential information appropriately
- Strong attention to detail and interest in accuracy
- Communication and interpersonal skills to interact professionally with individuals at all levels of the company
- Ability to maintain financial and other records with an attention to detail, providing needed information as requested
- Highly professional and dependable
- Neat, clean, and professional appearance
- Excellent math skills
Education & Experience:
- High school education required
- Prefer at least two-year college education
- Supervisory/management experience preferred
- Experience with business applications and accounting software
This job description is intended to describe the general nature and level of work being performed by the employee in this position. It is not intended to be an all-inclusive list of all responsibilities, duties, skill, or working conditions required of a person in this position. I have read the above job description, understand the conditions set forth therein, and will perform these duties to the best of my ability.