Business Office Manager

Position Summary

Provides clerical and administrative support to the department leaders and Executive Director; organizes and maintains resident and staff files; tracks resident charges and performs billing function; performs payroll-related functions and assists with benefits administration; maintains a professional business office to facilitate smooth community operation and solves office work-flow problems. Serves as the central point of contact for all job applicants at the community. Conducts various forms of pre-employment assessments, post-employment exit interview, and other employee onboarding tasks. Other relevant duties as may be assigned by the Executive Director or designee.

Essential Functions and Responsibilities

· Ensures CAPLICO Core Values and Code of Conduct are adhered to at all times.

· Ensures compliance with Resident Rights and HIPAA policies at all times.

· Maintains current resident files and closed resident files according to community policy and regulatory requirements. Maintains other community files as required, including vendors, transfer agreements, maintenance agreement, certificates of insurance, etc.

· Orients residents to billing process. Prepares and distributes residents’ monthly statements.

· Receives, distributes, and processes all community accounts payable invoices.

· Maintains accurate community petty cash account. Deposits designated revenues in the bank and maintains accurate records according to community policy.

· Maintains accurate daily census, including resident units and number of residents in and out of the community. Records admissions/discharges according to community procedures.

· Provides census information to designated vendors/providers for billing purposes.

· Maintains accurate, up-to-date staff personnel records according to community policy and regulatory guidelines.

· Maintains accurate data in the payroll/human resources system.

· Maintains copies of staff schedules in order to generate accurate payroll records. Processes payroll according to community deadlines and policy.

· Serves as the primary point of contact for all job openings on campus. Partners with executive director/administrator and management team to identify staffing needs.

· Assists with recruiting/sourcing job candidates, sets up and/or conducts initial interviews and participates in in-person interviews.

· Participates in the interview process and supervises, trains, coaches, and evaluates other office personnel. Participates in the welcoming and orientation process for all staff.

· Performs background checks and reference checks for successful applicants.

· Collaborates with the department leaders to transition candidates to their new work environment.

· Participates in community staff retention efforts.

· Collaborates with the department leaders and Executive Director to conduct internal recruitment activities and attend external recruitment events. Works with external referral/outreach sources to bring new staff to the community.

· Maintains open effective communication with all staff, residents, families, and general public. Greets visitors, prospective staff and residents courteously, directs them and answers routine questions.

· Promptly reports fire/safety hazards and maintenance needs. Takes appropriate safety precautions to minimize risk of injury to residents, staff and others.

· Answers incoming phone calls courteously, directs calls, answers basic questions, and takes accurate messages.

· Prepares, distributes, and files correspondences and other documents. Provides administrative and secretarial support to the management team as needed

· Orders and maintains adequate office supplies inventory. Receives incoming mail and package deliveries, and distributes as necessary. Maintains the office postage meter.

· Attends staff meetings and designated continuing education sessions/in-services.

· May perform other duties as assigned by the Executive Director.

Supervisory Responsibility

· Exercises administrative and functional supervision over business office staff.

Working Conditions

· Works in office area(s) as well as throughout the community/facility

· Moves frequently during working hours.

· Is subject to frequent interruptions.

· Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.

· Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.

· Is involved in community/civic health matters/projects as appropriate.

· Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

· Is subject to exposure to infectious waste, diseases, conditions, etc., including TB, COVID-19 and the AIDS and Hepatitis viruses.

· May be subject to the handling of and exposure to hazardous chemicals.

Physical Demands and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

· Must be able to move frequently throughout the workday.

· Must be able to cope with the mental and emotional stress of the position.

· Must be able to see and hear or use prosthetics that will enable the senses to function adequately to ensure that the requirements of this position can be fully met (e.g.: accurately read measurements on resident related equipment such as thermometers, monitors, gauges).

· Must be able to function independently, have personal integrity, flexibility and the ability to work effectively with residents, employees, visitors and support agencies.

· Must be in a good general health and demonstrate emotional stability.

· Must be able to relate and work with the disabled, ill, elderly, emotionally upset and at times, hostile people within the community.

· Ability to stand/walk up to two hours a day, sit up to eight hours a day,

· Must be able to occasionally lift/carry up to 20 pounds.

· Requires frequent kneeling, bending, and reaching.

· Requires sufficient mobility to access the workplace.

· Must be able to assist with the evacuation of residents.

Specific Requirements

· Must be able to read, write, speak, and understand the English language.

· Must not pose a direct threat to the health or safety of other individuals in the workplace.

· Possess the ability to make independent decisions when circumstances warrant such action.

· Possess the ability to deal tactfully with personnel, residents, visitors, and the general public based on whatever maturity level they are currently functioning.

· Ability to be calm and level-headed in emergencies.

· Well groomed, professional and possess ability to work harmoniously with other personnel.

· Ability to seek out new methods and principles and be willing to incorporate them into existing resident care practices.

· Follow written and oral instructions.

· Must be capable of operating computer, copier, postage meter, fax machine, intercom and telephone system.

· Must be capable and comfortable learning and using new computer operating systems, word processing, spreadsheets and e- mail.

Minimum Qualifications

· High School diploma or GED.

· Prior office and payroll experience preferred.

· Experience with interviewing, training, supervising and evaluating office staff preferred.

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Madison, WI 53714 (Preferred)

Ability to Relocate:

• Madison, WI 53714: Relocate before starting work (Preferred)

Work Location: In person

Salary : $18 - $19