Assistant Business Office Functions

Position Summary

The Assistant Business Office Manager provides administrative, financial, and customer service support to the Business Office Manager while serving residents, families, employees, and visitors. This position assists with daily business office operations, resident trust accounts, reception duties, mail processing, and resident support services to ensure efficient and accurate business functions within the community.

ssential Duties and Responsibilities

Administrative and Reception Duties

• Answer and direct incoming telephone calls in a professional and courteous manner.
• Greet residents, families, visitors, vendors, and staff.
• Provide general information and assistance to residents and visitors.
• Maintain office files, records, and documentation.
• Assist with preparing correspondence, reports, and other business office documents.
• Monitor and order office supplies as needed.

Mail and Communication

• Receive, sort, and distribute incoming mail and packages.
• Prepare and process outgoing mail and deliveries.
• Assist residents with mailing needs and communications when requested.
• Maintain accurate records for certified or accountable mail as required.

Resident Support Services

• Assist residents and families with daily business office needs.
• Respond to resident questions regarding billing, trust accounts, and general office services.
• Provide exceptional customer service while maintaining resident confidentiality.
• Support residents with forms, requests, and other administrative needs.

Financial Functions

• Assist the Business Office Manager with resident trust account management.
• Process deposits, withdrawals, and trust account transactions accurately.
• Maintain resident trust account records in accordance with facility policies and regulations.
• Assist with accounts receivable activities, billing support, and payment processing.
• Maintain accurate financial files and reports.
• Assist with cash handling and balancing procedures.

Business Office Support

• Support the Business Office Manager in daily office operations.
• Assist with payroll, invoicing, admissions paperwork, and other administrative processes as assigned.
• Maintain confidentiality of resident, employee, and financial information.
• Ensure compliance with facility policies, state and federal regulations, and HIPAA requirements.
• Perform other duties as assigned by the Business Office Manager or Administrator.

Qualifications

• High school diploma or equivalent required; associate degree in business, accounting, or related field preferred.
• Previous office, administrative, customer service, accounting, or healthcare experience preferred.
• Experience with accounts receivable, bookkeeping, or resident trust accounts preferred.
• Proficient in Microsoft Office programs including Word, Excel, Outlook, and Teams.
• Ability to maintain accurate records and handle confidential information.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.
• Basic accounting and financial recordkeeping knowledge.
• Ability to establish positive relationships with residents, families, and staff.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Ability to lift and carry up to 20 pounds occasionally.
• Ability to communicate effectively in person and by telephone.

Reporting Structure

Reports To: Business Office Manager

FLSA Status: Non-Exempt

Department: Business Office

This position plays a key role in supporting the financial operations of the community while providing excellent service to residents, families, and staff.

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