Business Office Manager

Requirements

This position requires clerical skills and consists of sitting for the majority of the time.  Basic computer skills, as well as, familiarity with Microsoft Office and Quickbooks are necessary for this position. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

Description

1. Provide assistance with answering phone calls and directing calls to the appropriate persons, also able and willing to take messages when parties requested are unavailable.

1. Coordinate the scheduling of resident appointments and transportation.

1. Compile and complete appropriate paperwork for resident appointments.

1. Serve as time-keeper for the facility and maintain records of employees hours worked, as is required per regulation. Ensure that all hours worked are reconciled and ready for payroll processing by close of business on Monday after the pay period is completed.

1. Maintain up-to-date payroll tax forms as required for all employees.

1. Ensure that all payroll deductions are documented appropriately and submitted to the Corporate office.

1. Transcribe documents as needed for the Administrator and Resident Care Coordinator.

1. Maintain files on the computer for the facility and/or company needs.

1. File and maintain files for all financial and clinical records.

1. Ensure corporate billing designee (i.e. Medicaid billing agent) has appropriate documentation for processing external billing required for reimbursement.

1. Reconcile resident accounts monthly and notify Corporate administration of any accounts over thirty (30) days past due, or with negative room and board balances exceeding two thousand ($2000) dollars.

1. Assist the administrator in processing resident accounts, including but not limited to processing daily money, resident tobacco, resident bills, and other expenses related to the resident account.

1. Document and monitor any cash or funds related to the business office, including items labeled as “Petty Cash”, which shall be logged.

1. Keep all paperwork and billing information filed appropriately.

1. Serve as a reference to other staff members when looking for policies and procedures or forms related to their job duties.

1. Notify Corporate office of any name badges or time badges needed.

1. Keep record of all staff birthdays and prepare annual evaluation packets based on the birth month of employees.

1. Act as designee of the Administrator for outside vendors when in need of signature for receipt of services or products.

1. Retrieve and process mail, under the direction of the facility Administrator.

1. Check and respond to company emails each business day, and forward or reply to time sensitive matters appropriately.

1. Check and respond to company voicemail each business day, and forward or reply to time sensitive matters appropriately.

1. Assist with any other duties delegated by the Administrator.