Executive Assistant/Business Office Manager

Job Summary We are seeking a dynamic and highly organized Executive Assistant/Business Office Manager to support our leadership team and oversee daily office operations. This vital role combines administrative excellence with business management expertise, ensuring smooth workflow, effective communication, and efficient office functioning. The ideal candidate will be proactive, detail-oriented, and possess strong multitasking skills to manage a diverse range of responsibilities that drive organizational success. Responsibilities As an EA/BOA you are responsible and accountable for carrying out your assigned duties and you will report directly to the Business Office Manager and Administrator as supervisor. Scanning and uploading MassHealth, SSA, and any other pertinent resident documents into PCC as well as ensuring documents are emailed to appropriate parties during required timeframes. Enter daily RFMS, PPA, insurance and AR Panini withdrawals and deposits Managing RFMS accounts from creation, maintenance, freezing and closing as well as providing upon request a statement, trial balance or accounting to appropriate parties Protection of all HIPAA or PHI by ensuring that only appropriate parties have access to resident information and funds Boxing and storing any paperwork older than 3 months to be stored in medical records Review, filing, printing and mailing billing generated by C-Bservice or other back office management Daily cash balancing of facility and separately of resident petty cash Check printing, facility banking Distribution of facility as well as of resident cash o overseeing daily resident funds, ensuring consistent accuracy in accounting for any cash and receipts o printing current daily trial balances for reference and accuracy when disbursing resident cash Working closely with Social Worker and Recreation Director on resident spend down needs Mailing quarterly statements and relevant logs SSA Rep Payee accounting Complete weekly lab reports as requested by lab representative Respond to all communications, written or verbal, in a professional and timely manner Participate in weekly AR and Medicaid pending calls with back office account manager and regional BOM Ensure all Medicaid screens are on file Complete and accurately maintain SC1 forms Regular communications with Masshealth on pending cases and active participation and oversight of the Masshealth approval process Must possess accurate and comprehensive filing skills Perform other duties as directed by the BOM or Administrator Attend facility meetings as indicated by supervisor by supervisor and/or regional manager Comply with all facility and safety policies and procedures Comply with patient confidentiality and Federal Resident Rights Report to work on time, adhere to scheduled hours and project a professional image at all times Adhere to productivity requirements, complete productivity reports and submit in a timely manner Adhere to any and all written and oral policies and procedures Maintain a positive work atmosphere by demonstrating and communicating in a professional fashion so as to foster positive relations with customers, clients, co-workers and managers Meet the Business Office needs of each resident Communicate effectively with facility team on the condition of your department and resident records Skills Proven experience in office management or administrative roles with strong clerical skills. Excellent communication skills—both verbal and written—with the ability to interact professionally across all levels of the organization. Exceptional organizational skills with keen attention to detail; capable of managing multiple priorities simultaneously. Proficiency in QuickBooks for financial management; experience with bookkeeping and payroll processing is highly desirable. Strong event planning abilities for coordinating meetings, conferences, and company events from start to finish. Supervising experience in managing teams or office staff effectively while fostering a positive work environment. Knowledge of human resources practices including onboarding, employee records management, and HR compliance standards. Familiarity with medical office procedures (if applicable) such as appointment scheduling and record keeping. Ability to manage schedules efficiently using calendar management tools; adept at prioritizing urgent matters promptly. Experience with vendor management—negotiating contracts, tracking deliverables—and maintaining professional relationships. Join us in a role where your organizational talents will empower our team's success! This position offers an exciting opportunity to blend administrative mastery with business acumen in a vibrant work environment dedicated to growth and excellence.

Pay:

$27.00 per hour

Benefits:

401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Referral program Retirement plan Tuition reimbursement Vision insurance

Work Location:

In person