Business Office Manager

Description

Essential Duties and Responsibilities

Accounting:

• 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
• Process all community accounts payable vendor invoices/statements (enter into YARDI (for NM) and Aplos (for KNW) , and route to SSA Accounts Payable to process payment timely.
• Input charges and send monthly billing statement for NM & KK to residents/representative.
• Ensure that residents/family billing questions are responded in a timely and professional manner.
• Review all Aging accounts and follow up with residents/representatives as needed.
• Manage Resident Trust Fund. Create and update Trust Fund spreadsheets quarterly and annually. Post all accounts receivable and make and/or designate bank deposits for NM & KNW.
• Submit bi-weekly payroll & verify register accuracy.
• Issue manual checks for KNW account payable.
• Complete and process new admission financial paperwork and set up individual account receivable files for each resident.
• Update software system for daily occupancy, apartment changes, and move-in and move-out notifications.
• Assist supervisory staff in ordering with vendor contracts if requested.
• Order and maintain inventory of necessary office supplies.
• 403B Administrator including updating Information for the Plan and participating in audit as needed.
• Complete Property tax exempt submission on an annual basis.
• Complete OSHA yearly submission.
• Maintain yearly required application file.
• Log all donations through Aplos & make bank deposit.

Administration:

• Supervise the front desk staff. Plan, assign, and direct work.
• Create and maintain Reception department schedule so that all shifts are covered.
• Create and update front desk procedures, forms, records, and reports as needed.
• Complete department time sheets every other two weeks.
• Process department leave requests.
• Conduct department performance reviews annually.
• Cover front desk's two 15mins breaks & 30min lunch break.
• Manage community pre-employment and on-boarding processes including new hire orientation. Assist employees and department heads with employment-related paperwork to ensure compliance with state/federal regulations including DSHS background checks & TB blood test.
• Entering new hires, terminations and employee changes into the system.
• Create & manage employee files. Oversee employee benefits, deductions, pay information. Conduct benefit enrollments and coordinate annual benefit open enrollment meetings.
• 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).
• Process all matters of risk management. On-the-job injuries, L&I claims, FMLA leave request, transitional back-to-work issues, maintain and audit files. Responsible for compliance with Federal and State regulations related to employment.
• Support ED with staff recognitions.
• Maintain confidentiality of resident, community, employee, and company
• 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.

Requirements

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

Must have a high school diploma or equivalent, plus one year of bookkeeping, Human Resources, or administrative experience, or equivalent combination of education and experience.

Certificates and Licenses

First Aid/CPR, HIV/AIDs, Food Worker Permit. Must satisfy all state health, licensure/certification, and background requirements.

Communication Skills

Receive and carry out verbal or written instruction. Communicate effectively in person, over the phone, or via email with customers and co-workers. Write and proofread routine correspondence and reports with appropriate grammar and spelling. Make group presentations to share information or explain policies and procedures.

Organization/Self-Management Skills

Perform a variety of duties, moving between tasks of differing nature, with occasional distractions and interruptions. Prioritize competing requirements to complete work in a timely manner when there are changes to workload and assignments. Work independently and follow through on assignments with minimal direction.

Mathematical Skills

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's and determine measurements such as distance or height.

Computer Skills

Proficiency with computers, Windows operating system, Microsoft Office Suite, and familiarity with common accounting software programs.

Physical Demands and Work Environment

The Physical Demands and Work Environment described below represent the activities and surroundings of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

Must be able to remain in a stationary position at least 50% of the time. Constantly operates a computer with extensive keyboard typing, and routinely uses other office machinery such as a telephone and printer/copier/scanner. Occasionally moves around inside the office to access files or office machinery, attend meetings, etc. Occasionally required to bend or twist to reach items and lift and/or carry items weighing up to 25 pounds. The person in this role frequently communicates with others to exchange information in person, over the phone, and via email, and must be capable of effective communication in these situations.

Work Environment

This position is situated in a climate-controlled office environment, with a moderate noise level consisting of typical office sounds. Sounds include but are not limited to computers, printers, telephones, light foot traffic, and background conversation. In certain circumstances, a staff member may be exposed to communicable diseases and infections, other biological hazards, and various drugs and chemicals. Due to these potential hazardous exposures, you may be required to wear Personal Protective Equipment (PPE) in addition to universal precautions. PPE could include, but is not limited to, gloves, gowns, masks, respirators, and goggles.

Organization/Self-Management Skills: Perform a variety of duties, moving between tasks of differing nature, with occasional distractions and interruptions. Prioritize competing requirements to complete work in a timely manner when there are changes to workload and assignments. Work independently and follow through on assignments with minimal direction.

Travel

Up to 10% local travel may be required.