Business Office Director - The Residence at Vinnin Square

Description

We are looking for an experienced, energetic Business Office Director. Come join our team!

Job Location - The Residence at Vinnin Square - Swampscott, MA

Description:

SUMMARY:

Active member of the management team and assists the Executive Director with the management of the community.

Responsible for organizing and directing all functions of the business office and human resource function. Manage account payables and receivables for resident accounts and vendors; coordinating pay arrangements. Manage payroll, maintain personnel files and vacation records, sick and holiday time. Manage the residence Receptionist and provide backup support for same. Participate in budget preparation and planning.

ESSENTIAL FUNCTIONS, DUTIES and RESPONSIBILITIES:

The essential duties and responsibilities described below are representative of those an associate encounters while performing the basic functions of this position. While every effort has been made to identify the essential functions of the position, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

1. Promote the mission and core values of the Residence and LCB Senior Living to residents, visitors, co-workers and the surrounding community.

2. As a department head you are expected to have an active role in growing community occupancy by representing and interacting positively with potential residents, family members and professionals.

3. Perform all duties and responsibilities with a positive attitude.

4. Ensure the business office and reception areas operate in accordance with corporate policies, procedures and State and local regulations.

5. Interpret company policies and procedures to associates, residents, family members, visitors, etc.

6. Organize, direct and supervise all business office functions in conjunction with department managers.

7. Requisition adequate supplies and equipment for the community while ensuring that all selected vendors are price competitive.

8. Provide information, collect data, complete reports to corporate office to facilitate billing and compilation of financial reports. Manage the residence insurance programs, including worker’s compensation, health insurance and life insurance.

9. Manage leaves of absence.

10. Verify each department is maintaining logs of resident’s charges.

11. Copy and file checks received from residents and make a deposit daily.

12. Utilize Yardi system to ensure collection of accounts on a timely basis and report on the status of delinquent accounts.

13. Coordinate pay arrangement methods with the residents or their designees.

14. Check all invoices and vouchers and assist Department Managers with the coding of bills for payment.

15. Maintain vendor files.

16. Manage all aspects of the payroll system to include time reports, earnings, calculations, audit and distribution.

17. Keep accurate records of vacation, holiday, sick leave, overtime and leaves of absence.

18. Maintain all associate personnel records in accordance with all residence policies and procedures and requirements of outside agencies such as EOEA and GAFC. Update as necessary and send pertinent data to the corporate office.

19. Maintain all resident files in accordance with policies of property and outside agencies such as EOEA and GAFC.

20. Supervise the receptionist and provide backup support for the reception desk.

21. Conduct and/or attend required in-service training and orientation.

22. Participate in the Manager-on-duty program.

23. Respond to resident requests.

24. Ensure that all billing information is in accordance with resident’s agreements. [Lease administration compliance, rent increases, last month’s rent, etc.]

25. Participates in bond tax credit program by insuring required paperwork is received in a timely manner and that enough residents are qualified per regulation where applicable.

26. Other duties as requested.

PHYSICAL AND ENVIRONMENTAL DEMANDS:

Good physical and mental health. Finger and hand dexterity to handle and manipulate instruments and equipment. Visual and auditory acuity. Must be able to lift a minimum of fifteen (15) lbs., and be able to carry objects. Must be able to push and pull carts, and continuously walk, sit and stand. Must be able to turn, crouch, kneel, stoop, bend below waist, and reach above shoulder height as tasks dictate. Must use good body mechanics. Should be neat and well groomed. Must be able to type and use a computer. Must project a positive attitude towards the service provided.

Associate is not subject to potential exposure to blood or other potentially infectious materials, and to handling hazardous chemicals (Category 3).

EQUIPMENT NECESSARY TO OPERATE TO PERFORM ESSENTIAL FUNCTIONS:

1. Calculator

2. Telephone/Reception switchboard

3. Copier

4. Typewriter

5. Computer skills; Microsoft Word, Excel Spreadsheets

Qualifications

QUALIFICATION STANDARDS:
a.    The job description qualifications (certifications, experience, training), job functions, including limitations may vary with individual states.  For more details see the LCB Senior Living policy guide for your state.
b.    Knowledge, Skills, and Abilities: Must have knowledge of receivables and collections, general bookkeeping, wage and overtime laws and payroll functions. Requires the ability to work with department managers to ensure appropriate paperwork is completed and procedures are followed. The ability to communicate effectively in English both orally and in writing is essential. Must have good organizational and personnel skills.  Computer knowledge essential.
c.    Education: A Bachelors Degree in business from an accredited university is preferred, or three or more years of relevant experience in office management.
d.    Experience: Requires three or more years of experience in business office management, which includes bookkeeping and/or human resources responsibilities.  Experience in the health care industry is preferred.
e.    Certificates/Licenses:  None required