Business Office Manager

JOB DESCRIPTION

Summary/Objective
The Business Office Manager is responsible for providing overall day-to-day general business, while assuring financial accountability within established healthcare standards and government regulations for Jeanne Jugan Center. As a vital member of the administrative team, the individual shares the core values of the Little Sisters of the Poor, in particular that of responsible stewardship for all resources. Personal and professional integrity and ethical standards of conduct compliment the knowledge and understanding of business principles needed in a not-for-profit, charitable organization.

The Business Office Manager assures accounts payable, general ledger, donation revenue, liability insurance, local/state and federal business operations requirements, banking duties and reconciliation, tracking cash flow through established policy/procedure protocol and general office tasks. This position collaborates primarily with the Mother Superior/Administrator and the departments involved in business office services. Secondary responsibilities and relationships with other persons within or associated with Jeanne Jugan Center are outlined below.

Qualifications: (including Education and/or Experience)

1. Minimum of an Associate Degree in a business or related field and seven years of progressive responsibility in Business Office management and accounting experience. Or, the professional equivalent in a related field or equivalent combination of education and experience. This experience would have incorporated accounting principles and general business operations, including but not limited to: practical experience in budgeting, banking duties and reconciliation, accounts payable/receivable, depreciation and liability coverage.

2. Preferred: Prior work experience in a not-for-profit and a health care related employment, with a working knowledge of Medicare, Medicaid and other governmental requirements.

3. Possess moral integrity, honesty and ethical standards of behavior and decision-making principles consistent with a Roman Catholic Healthcare provider and the Home’s corporate compliance policy. Also, the sincere desire to embrace the mission of the Little Sisters of the Poor with the enthusiasm to promote its core values and family spirit.

4. Professional demeanor that looks, acts and sounds professional. This includes but is not limited to an appropriate standard of attire, educated and respectful expressions both in speech and writing. A pleasant approach toward all. Discretion of all business and confidential information.

5. Must be able to work individually, as well as part of a team with peers and in committees to meet established deadlines in support of the mission of the Little Sisters of the Poor.

6. In addition to expected hours of work, willingness to be available and flexible with work hours to meet the department’s goals and deadlines (i.e. year-end reports and annual audit preparation).

7. A valid driver’s license in the United States.

Essential Functions: Manuals, Policies/Procedures and Mission Integration materials for the Little Sisters are located in the Business Office. A personal copy of current Employee Handbook, the Home’s Supplement and Benefit Guide are provided at time of hire.

1. Demonstrate support and further the philosophy, mission and core values of the Little Sisters of the Poor at Jeanne Jugan Center through a successful, comprehensive, efficient business office.

2. Responsible for all Business Office functions including but not limited to the following:

a. Accounts payable following all due dates, payment plans and deadlines.

b. Maintain the general ledger.

c. Safeguard cash flow from all income sources, including donation revenue by recording and assuring timely bank and investment deposits/withdrawals/transfers.

d. Meet all governmental, civil/legal and religious requirements for business operations, licensure and permit renewals at Jeanne Jugan Center. This includes tax-exempt status for a not-for corporation, operational waivers and renewal applications to maintain accessibility for the disabled (vehicles).

e. Collaborate closely with the maintenance department to direct the planning and coordination of property management, including Jeanne Jugan Center buildings, building contents, security and vehicles. Participate in the resolution of any conflicts with policies and procedures in regards to the Home’s property.

f. Implement the general insurance and liability coverage negotiated on the province level, ensuring appropriate staff are familiar with the scope of coverage, terms and claims reporting.

g. Prepare monthly, quarterly, and annual financial reports for Jeanne Jugan Center administration and Chicago Province. This includes preparation of annual and interim auditing processes for the Home’s Corporate Board (Little Sisters), departmental supervisors, lay Board of Advisors and other consultants associated with the Home. Adhere to guidelines and time lines established on the provincial level of the Little Sisters of the Poor, Chicago Province.

h. Actively assist in developing and administering an annual budget. Provide guidance to department heads on adhering to a department budget.

3. Accurate and efficient use of software and web-based programs, standard business office equipment. Maintain a computerized data-base system for all accounting functions and reports. Business standard for record retention.

4. Accountable to provide the Mother Superior/Administrator with full disclosure of expenditures and revenue - approval for payments, disbursements and notifying her of errors.

5. Analyze and document business processes, practices and problems. Propose solutions to enhance business practices and implement appropriate administrative decisions and corrective actions. Adhere to the established internal control system and corporate compliance program with Jeanne Jugan Center administrative team.

6. Provide periodic (at least twice yearly) review of the staff payroll program and Residents Services Office to ensure accuracy and reduce the possibility of loss, error or misappropriation of benefits. This includes but is not limited to: reviewing payroll detail for employee taxes, withholdings and benefit provisions. For Residents Services this includes reviewing Resident Trust handling practices and reconciliation, preparation of invoices, receivables and timeliness of payor billing.

7. Serve as back-up for payroll preparation/transmission and Residents Services Office essential duties when directed by Supervisor.

8. Oversees Jeanne Jugan Centerpurchasing/lease programs (at times, this may be assured by someone other than the Business Office Manager). Assure that all these programs as well as the vendors, professional contractors or third parties provide materials or services to Jeanne Jugan Center within the Corporate Compliance program, honor the non-profit and religious tax-exempt status, and avoid engaging in business practices contrary to the spirit of the Little Sisters of the Poor. Demonstrate responsible stewardship regarding appropriate usage of purchases vs donated items.

9. Assure general office services such as but not limited to postage, mailing, shipping, purchase orders, group purchase programs, office supplies/equipment.

10. Integrate the Business Offices into the life of the Home, showing a genuine interest in the Residents’ happiness and appreciation for the family spirit.

11. Maintain discretion and confidentiality of all business, general and personal information obtained from the position at Jeanne Jugan Center.

Core Competencies:

1. Organizational Skills:

A. To sustain an efficient and successful Business Office. Prioritization with an attention to detail. The capacity to consistently meet deadlines in a constructive and productive way.

B. Problem-solving.

2. Communication:

A. Dynamic communication skills to listen and relate professionally while working cooperatively as part of the health care and mission-oriented team.

B. Represent the core values of the Little Sisters of the Poor: reverence, family spirit, compassion, humble service and stewardship toward everyone who lives, works or visits Jeanne Jugan Center as well as all vendors and business entities.

C. Communicate effectively in English and tap available resources if English is a second language.

3. Analytical and Critical Thinking:

A. The ability to analyze and identify trends and areas of concern that could negatively impact business operations within the corporate compliance program.

4. Technical competencies:

A. Proficient in operating computer equipment and software programs for accounts payable, payroll, banking and building maintenance programs to assure all Business Office duties.

B. Use of email and Microsoft Office. Remain updated on appropriate technical and professional knowledge through web-based and in-person learning opportunities and tutorials.

Supervisory Responsibility

The Business Office Manager is a sole position within the department. There are no other employees to manage. Hiring and termination decisions that concern employees of other departments are not a responsibility of the Business Office Manager. Consultation for hiring/termination of positions that directly interact with this position (ex. Residents Services Office, Payroll processor) may take place in collaboration with the Administrator, the Mother Superior and the Human Resources Manager.

Work Environment and Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers/printers, phones, photocopiers, filing cabinets, postage machine and fax machine. The noise level is quiet to moderate. The Office door is habitually open and welcoming.

While performing the responsibilities of the Business Office Manager’s job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Business Office Manager's job.

Professional Standards of Attire

Business casual attire is the professional standard and is expected for general office work. For meetings and/or events related to the position or when representing the Home at an event, whether in-house or outside the Home, professional attire is expected.

Position Type/Expected Hours of Work

This is a full-time position, and general days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.; however, this position will occasionally require longer hours and periodic weekends during year-end reporting and annual or special audits. The general days and hours of work are established to fit the needs of the Home as a health care provider and may change from time to time as the provider needs change.

Travel

This position requires local travel within the Kansas City metro area, mostly for banking purposes. In addition, there may be an occasional job-related seminar requiring travel. Overnight travel is uncommon. In the event of overnight travel, all associated expenses would be determined by the Mother Superior in advance and approved in accordance with wage and hour compliance.

AAP/EEO Statement

Little Sisters of the Poor at Jeanne Jugan Center provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Other Duties

The Business Office Manager is expected to respond to emergency situations involving the safety of Residents, employees, and others in the Home. This response includes the ability to assist with a possible evacuation of Residents.

This job description is intended to convey information essential to understanding the scope of the Business Office Manager's position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

Pay: $30.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $30