Reporting to the Executive Director, the Business Office Manager is responsible for maintaining all the financial records of the Community including payroll. Additionally, this position provides on-site Human Resources services ensuring compliance with applicable laws.

1. Hire, orient, train, motivate, counsel, discipline and supervise the Receptionist position. Ensure staff is aware of and follows policies, procedures and safety measures, including updating of all reception desk information. Ensure all shifts are covered.

2. Assist in the development of the department budget.

3. Prepare and issue all bills each month in accordance with Orchard Hill policy and procedure. Bills include, but are not limited to, all charges to non-residents, and ancillary charges to residents. Resolve billing issues, track payments, prepare follow-up billing of all uncollected balances. Maintain an up-to-date file of all bills with support documentation.

4. Prepare and issue all accounts payable.

5. Collect and deposit all cash; maintain accurate records. Reconcile petty cash.

6. Maintain the personnel filing system that preserves the security and confidentiality of each record. Responsible for the contents of each file including but not limited to applications, reference checks, orientation check lists, change forms, etc. Follow through with hiring managers to secure all documentation required for files. Correct the mandatory EOEA orientation quizzes, can conduct CORI checks.

7. Insures uniforms, keys, tools, manuals, etc., are all distributed with a property receipt form on file in the employee records.

8. Assures that all employee personnel files are updated and complete.

9. Conduct benefit orientation for each (FT) employee. Enroll employees in their benefits, forward information to vendors, enter information into the payroll system, and initiate payroll deductions. Develop a system and collect deduction from employees on leave of absence and/or eligible for COBRA coverage. Maintain Benefit Accruals for each eligible employee.

10. Maintain accurate and timely computerized records of all resident lease activity in accordance with Orchard Hill policy and resident leases, including but not limited to rents, move-ins and outs, move-in rental allowances, appropriate application of last months rent, generating timely refunds, where appropriate.

11. Immediately reports work-related injury/incidents to the insurance company with a copy to the Executive Director.

12. Coordinate the gathering of information regarding work-related injuries from the injured employee, supervisor and witnesses. Reports all work-related injuries to the insurance vendor in accordance with Massachusetts law.

13. Inform Executive Director of accounting issues on a timely basis; collaborate to resolve problems. (Work with the accountant).

14. Give marketing tours.

15. Maintain office equipment and call for service when necessary on photocopier, fax machine, postage meter, telephone, and computers.

16. Insure call collecting/accounting system is processing and running smoothly. Do not shut computer down at night.

17. Work together with Activities Director to arrange for a Resident/Staff Activity once a month and create new activities to boost the morale of the employees.

18. Assist the Executive Director in all areas of Employee Retention and Morale.

19. Assist and direct the staff in publishing the monthly newsletter. Assure its completion quarterly and provide final draft to Executive Director for review.

20. Insures all new employees on payroll have a completed and authorized status change form and it is completed every time there is a change in employee status.

21. Responds to resident needs and requests.

22. Insures efficient use of company supplies, materials, tools, and resources.

23. Special projects/assignments as delegated by the Executive Director.

24. Remind department heads of staff performance evaluation due and whether salary increase is also due.

25. Manage the department in accordance with policies and procedures of Orchard Hill Assisted Living, federal, state and local laws and regulations.

26. All other duties as required and consistent with the education and skills required for this position.

: High School Graduate; Associates Degree preferred. Successful completion of bookkeeping/accounting courses.

: 3 to 5 years progressive experience in office management. Previous experience working with the elderly and/or disabled in a paid or volunteer position highly desirable.

: None

Job Types: Full-time, Part-time

Pay: $24.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 1 year (Required)
• Administrative experience: 1 year (Required)

Ability to Commute:

• Sudbury, MA 01776 (Required)

Ability to Relocate:

• Sudbury, MA 01776: Relocate before starting work (Required)

Work Location: In person