Business Office Manager Part Time

Essential Duties and Responsibilities  

• Organize job duties in such a manner to effectively meet the work deadlines established by SSA Accounting every month. Communicate with department staff and Executive Director to ensure deadlines are met. 

• Process all community accounts payable vendor invoices/statements, and route to SSA Accounts Payable. 

• Manage petty cash or credit card account, as applicable. 

• Post all accounts receivable and make and/or designate bank deposits. 

• Notify Executive Director of past due accounts and assist in arranging payments pertinent to delinquent accounts as needed. 

• Complete semi-monthly payroll tasks as directed by SSA policy. 

• Manage paper and electronic filing systems for accounts payable, resident accounts receivable, personnel records, in-service logs, closed files, and other information; perform routine internal audits. 

• Assist Executive Director and Marketing and Sales Director to ensure all admission paperwork is complete. 

• Complete and process new admission financial paperwork and set up individual account receivable files for each resident. 

• Conduct New Hire Orientations and completes or assists employees and department heads with employment-related paperwork. 

• Process orientation check off sheets to ensure compliance orientation is completed. 

• Assign monthly in-services and track in-service attendance. 

• Assist in tracking all mandatory health and education requirements for all staff members (may include CPR/First Aid, HIV/Bloodborne Pathogens, Food Handler’s, TB testing, Flu vaccine, and Hepatitis vaccine). 

• Assist in the completion of daily occupancy, apartment changes, and move-in and move-out notifications. 

• Maintain yearly required application file. 

• Monitor office equipment and preventive schedules. 

• Assist supervisory staff in ordering with vendor contracts if requested. 

• Order and maintain inventory of necessary office supplies.  

• Attend mandatory meetings as scheduled by Executive Director. 

• Maintain confidentiality of resident, community, employee, and company information. 

• Maintain working knowledge of fire and disaster plans and responsibilities under emergency conditions. 

• Perform other duties as assigned. 

Supervisory Responsibilities 

This position directly supervises the Concierge team.  Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.  The Executive Director must be consulted before disciplinary action is taken.