Business Office Manager

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.