Business Office Manager

The Business Office Manager assists in the completion of bookkeeping and administrative functions as designated by SSA Accounting procedures and the community Executive Director.  They will also assist/oversee the Conceirge position to provide excellent customer service.

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.