What are the responsibilities and job description for the Business Office Assistant (CIV) position at Civitas Senior Living?
Business Office Assistant
The following is a general list of key job duties and responsibilities in your position. The list is not to be considered inclusive, and you will be required to perform other duties and responsibilities as assigned by an authorized supervisor.
Administrative & Clerical Support
The following is a general list of key job requirements for your position. The list is not to be considered inclusive and other job requirements may be necessary as deemed by the Community.
- The Business Office Assistant supports the Regional Business Office Manager (RBOM) in managing the financial, administrative, and operational functions for assigned senior living communities.
- This position assists with billing, collections, accounts payable, payroll support, vendor coordination, and documentation management.
- The BOA ensures accuracy, compliance, and timeliness in all processes while providing exceptional customer service to residents, families, community teams, and corporate stakeholders.
- Pay Status: HOURLY, NON-EXEMPT
The following is a general list of key job duties and responsibilities in your position. The list is not to be considered inclusive, and you will be required to perform other duties and responsibilities as assigned by an authorized supervisor.
Administrative & Clerical Support
- Assist with preparing and distributing routine reports as directed.
- Perform data entry and basic updates in internal systems (e.g., OneSite, RealPage).
- Maintain organized electronic files and documentation.
- Monitor shared inboxes and route inquiries to the appropriate team members.
- Pull standard reports using established templates and distribute them to designated recipients.
- Assist with compiling delinquent and prepaid information into spreadsheets as directed.
- Support month-end preparation by gathering required documents and reports.
- Enter invoices and expense information into the accounting system as instructed.
- Assist with posting resident payments under supervision.
- Upload supporting documentation for billing, rate changes, and adjustments.
- Maintain vendor records and assist with new vendor setup paperwork.
- Update resident, vendor, and community information in systems as directed.
- Assist with submitting RealPage requests and tracking status updates.
- Perform basic system updates following documented procedures.
- Maintain license and renewal tracking logs for leadership review.
- Provide courteous and professional support to internal teams.
- Respond to routine inquiries or escalate questions as appropriate.
- Maintain confidentiality when handling sensitive information.
- Attend required training sessions as directed.
- Follow documented procedures and workflows.
- Follow all company policies and procedures.
- Support additional administrative tasks as assigned.
- This job description provides a general framework; other duties may be assigned as needed.
The following is a general list of key job requirements for your position. The list is not to be considered inclusive and other job requirements may be necessary as deemed by the Community.
- Experience as office manager in healthcare setting preferred.
- High level of ability in effective and succinct communication, written and oral, with residents, families, staff, vendors, and the general public.
- Must have compassion for and desire to work with the elderly.
- Must demonstrate the ability to work responsibly as a team member as well as an individual.
- Must be honest, fair, dependable, respect confidentiality, and the rights and privacy of others.
- Practice and promote established Policies and Procedures, Mission Statement, Core Values, and Founding Principles.
- Working knowledge of computers, including Excel, Word, and MS Office, is required.
- Must possess mathematical skills, strong organization skills, and be detail oriented.
- Ability to manage multiple priorities simultaneously.
- Ability to follow through with complex and detailed projects to completion.
- Ability to represent the Community in a positive and professional manner.
- Ability to establish effective relationships with residents, family members, and staff.
- Must pass criminal background check.
- Must meet all health requirements.
- Must be able to perform duties and responsibilities (essential job functions), with or without reasonable accommodation.