Business Office Manager Asst

Business Office Assistant

Reports to the Business Office Manager

Job Overview

The Business Office Assistant is responsible for the overall management of the account payable payroll, employee records and employee engagement.

Telephone Responsibility

Responsible for answering phones and directing calls to the appropriate departments.

Payroll / Time Clock

• Ensure each employee is set up with proper fingerprints in the time clock system.
• Daily reconciliation of employee hours and attendance at the daily staffing meeting.
  • Ensure any agency hours are entered correctly.
  • Ensure reconciliation of employee Paycom hours to daily assignment sheets.
• Responsible for notification to employees on daily and/or uncorrected missed punches to include notification of the department supervisor.

Employee Records/New Hires

• Coordinate, prepping and completion for new hire orientation to include:
  • Responsible for verification of I-9 if not completed prior to start date.
  • Responsible for completion of three (3) references prior to start date. If any negative findings, report to Administrator and Hiring Manager
  • Completion of Character review for background, if applicable, prior to start date.
  • Completion of job description and reviewed by the Hiring Manager.
  • Coordinate with the Infection Preventionist nurse the completion of TB test and FIT testing during orientation
  • Prepping the competencies forms for Nursing and Dietary and communicate with the hiring manager on completion within of 30 days after hire. Documentation in the credentialing section of Paycom.
  • Ensure the employee safety orientation checklist is completed within 30 days of hire
  • Responsible for the setup of the HCA Academy for all new employees
  • Responsible for coordination of orientation for new hires to include notification to the management team.
• Responsible for completion of Hire Packets
  • Responsible for completion of required documents are in the employee file completed and in compliance.
  • Ensure the credentialing requirements are completed with corrected dates.
  • Ensure BOM and Administrator have reviewed and signed off all new hire packets
• Ensure new employees are in the timeclock and fingerprinted upon completion of the new hire.
• Ensure change of status and termination documents are completed and submitted in a timely manner by the Hiring manager and/or Administrator.
• Complete weekly audit to ensure that the facility credentialing for licenses, Background, CPR, OBRA, competencies, and documents are current
• Evaluations communication to managers 30 days prior to due date and followup as needed.
• Work with Manager, Administrator and Director of Human Resources on requested FMLA paperwork. Tracking return date for employees on FMLA
• Ensure employee filing is current

Training record/Employee Events

• Coordinating the electronic training modules to include assigning usernames and password.
  • Set up new employees in the HCA Academy
  • Ensuring training is assigned to departments monthly following the annual calendar
  • Printing out monthly reports for education compliance for Managers and Administrator.
  • Complete monthly audits to ensure termed employees have been removed
  • Post completed All Staff training monthly in electronic training program
• Employee Functions
  • Prep and send out birthday, anniversary, and new hire cards monthly
  • Responsible for the monthly updates on the employee bulletin board

Accounts Payable

• Ensure vendor invoices are properly entered into PCC after each invoice is properly approved
• Ensure invoices are coded to the correct G/L account and signed by the Administrator prior to posting.

• Ensure invoices are entered with the correct invoice date, invoice number, due date and amount owed. Work with Home office to setup new vendors and manage vendor listing
• Ensure invoices are entered into PCC within 7 days of receipt at the facility
• Reconcile vendor statements to ensure all invoices are received and posted in PCC
• Ensure all invoices for an accounting month are entered by the 10th of the following month

Ensure the monthly AP reconciliation document is completed and signed prior to the 10th of the month.

Worker Compensation

• Worker Compensation
  • Coordinating with Administrator and ErnWest on new and outstanding claims
  • Ensure OSHA Logs are current and posted yearly as required by law

All other duties as assigned

Qualifications:

• Health care experience preferred.
• Must be at least 18 years old.
• Must have knowledge of computing systems, operating and troubleshooting.
• Be familiar with state and federal laws pertaining to Nursing Home guidelines for maintaining records.
• Have knowledge of business office