A Business Office Manager manages the day-to-day administrative tasks required to keep a business office running smoothly. Responsible for paperwork, processing invoices, maintaining databases, collecting expense data, recruiting and training employees, and stocking office with supplies.
The Business Office Manager is responsible for all business-related activities of a given managed community including payroll processing, accounts receivable, accounts payable, personnel files, supervising office related work and staff, maintaining compliance with all regulatory standards and communicating with the management company on all appropriate matters. Essential Functions 1. Processes all payroll associated with the company business in a timely manner. Keeps team member records up to date, including all associated personnel file information. Provides daily labor reports to Executive Director on labor scheduled and worked from payroll system. Follows and submits all tasks associated with month-end closing to the management company in a timely manner. Assists in orienting new residents and making sure that all signatures are obtained on rental agreements prior to residency. 2. Keeps Executive Director abreast of any late resident payments in accordance with company policies on late payments. Works closely with Executive Director to provide the management company with proper documentation on late payments and issue proper correspondence to those who are late in paying for services rendered. Responsible for proper documentation of received payments and depositing rent checks appropriately. 3. Works closely with Executive Director in proper coding of invoices and maintaining up to date declining balances. Makes weekly submittals to the management company corresponding with the company policies on payables. 4. Oversees new hire process, including proper documentation of I-9's, pre-employment screenings, reference checks, and ensure all required forms are signed and properly filed. 5. Maintains resident and personnel files in compliance with State and Federal laws. 6. Works closely with People Services team to ensure HR, payroll, benefits, recruiting, and training initiatives are executed. 7. Works in a safe manner and ensures any team members reporting to them work in a safe manner and that unsafe actions are managed. Should workplace injuries occur, when required, the Business Office Manager will assist the Executive Director with the investigation, return to work, and management of the injured worker communications with care provider and management company. 8. Fosters teamwork with co-workers, shows initiative in overcoming obstacles, takes actions which assist others beyond job responsibilities, and has a positive impact on c-workers, residents, and visitors. 9. Perform other duties as assigned or needed. Education and Experience High school diploma or equivalent required. Associate or Bachelor's Degree strongly preferred in Social Service, Business, or a field related to the position. Must have proven management experience and ability to manage staff. Experience with Microsoft Word and Excel, accounting, time keeping, and payroll systems preferred. Certifications, Licenses, and other Special Requirements Required health screening; TB clearance; Criminal record clearance; Minimum of 18 years old. Essential Skills Able to demonstrate leadership through planning, directing, controlling, communicating, and coaching. Strong written and verbal communication skills, strong personnel skills, and positive community relations skills. Excellent written grammar punctuation. Verbally able to articulate in person and over the phone. Self-motivated and has the ability to work independently and make decisions. Able to work well under pressure, resolve conflicts, prioritize tasks, and follow through with ideas. Excellent interpersonal and mediation skills, ability to evaluate workers' performance, strong working knowledge of employment laws and company regulations. Excellent organizational skills, detail oriented. Pleasant, professional, and personable. Uses PC, telephones, word processing, and other standard office equipment. Attends business-related functions. Must be able to work evenings and weekends and maintain a flexible work schedule. Management/Decision Making Responsible for all employees working within the office area.
Note:
All duties and responsibilities listed are considered to be essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. Marginal functions of the position (those that are incidental to the performance of fundamental job duties) have not been included. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment of the position.
