Business & Accounting Office Manager

ca2f5865-1302-4017-a842-1c69276aae9b•Sandy Spring, MD

12d•$70,000 - $85,000•Onsite

About The Position

Friends House Retirement Community is seeking an experienced, organized, and proactive Business Office Manager to oversee daily financial and administrative operations at its senior living community in Sandy Spring, Maryland. The community offers Independent Living, Assisted Living, and Skilled Nursing services and is preparing for future expansion. This hands-on position combines financial operations with business office leadership and requires practical accounting knowledge, billing and collections experience, payroll processing skills, initiative, independent work, and a commitment to excellent resident service. The role oversees accounting and financial operations, bi-weekly payroll using ADP Workforce Now, resident billing and accounts receivable, Medicare and Medicaid-related financial services, cash management, and daily Business Office administration. The manager supervises and supports part-time receptionists and collaborates with the CFO, Human Resources, clinical teams, outside accounting and billing partners, residents, and families. The position is full-time and on-site, Monday through Friday, and reports to the Chief Financial Officer. The listed salary range is $70,000–$85,000.

Requirements

Practical accounting knowledge, including general ledger transactions and account reconciliations.
Experience with accounting, accounts receivable, billing, or related financial operations.
Hands-on experience processing payroll, preferably on a bi-weekly schedule.
Ability to post deposits, review accounts payable, and prepare bank reconciliations.
Proficiency in Microsoft Office.
Strong organizational, communication, and problem-solving skills.
Ability to manage competing deadlines, work independently, and maintain accurate records.
Detail-oriented and accounting-minded, with a commitment to accurate financial records.
Proactive and dependable, taking ownership of responsibilities and following through.
Organized and efficient, able to balance payroll, billing, collections, accounting, and administrative deadlines.
Comfort with technology, including accounting systems, payroll software, and Excel.
Professional and approachable, with excellent communication skills and a service-focused attitude.
Collaborative and resourceful, comfortable working with residents, families, colleagues, and outside partners.

Nice To Haves

At least 3 years of accounting, billing, accounts receivable, or business office experience.
At least 1 year of senior living, assisted living, skilled nursing, long-term care, or healthcare billing experience.
ADP Workforce Now experience, including bi-weekly payroll processing.
At least 1 year of Sage Intacct experience or experience with a comparable accounting system.
Medicare, Medicaid, managed care, and private-pay billing experience.
PointClickCare or similar healthcare billing system experience.
Experience coordinating with outside billing and collection providers.
Prior supervisory or business office management experience.
Associate degree in accounting, finance, business administration, or a related field; equivalent relevant experience is considered.

Responsibilities

Record and post cash receipts, bank deposits, and related transactions, ensuring accurate general ledger coding and documentation.
Review accounts payable entries in Sage Intacct for accuracy, coding, supporting documentation, and approvals.
Assist an outside vendor with bank and general ledger reconciliations, investigate discrepancies, and resolve outstanding items.
Support month-end accounting activities, financial schedules, reporting, and audits.
Coordinate with internal and external accounting partners to maintain accurate and timely financial records.
Review recurring vendor charges and help resolve invoice discrepancies.
Follow established accounting procedures and internal controls.
Prepare and process bi-weekly payroll using ADP Workforce Now.
Review timekeeping records, overtime, paid time off, and approved payroll adjustments.
Coordinate with Human Resources and department managers to resolve payroll discrepancies and confirm approvals.
Maintain payroll records, prepare reports, and assist with payroll reconciliations and departmental expense allocations.
Ensure accurate, timely, and confidential payroll processing.
Manage resident billing for Independent Living, Assisted Living, and Skilled Nursing, including monthly charges, ancillary services, and account adjustments.
Maintain accurate resident accounts and prepare billing statements on time.
Monitor accounts receivable aging and follow up with residents, families, responsible parties, and payors on outstanding balances.
Coordinate with outside billing and collection providers to track claims, denials, appeals, reimbursements, and collection efforts.
Investigate billing discrepancies, unapplied payments, and overdue accounts.
Coordinate payment arrangements and escalate difficult-to-collect accounts as appropriate.
Prepare accounts receivable aging reports and collection updates for the CFO.
Assist with documentation supporting account adjustments and proposed write-offs.
Coordinate Medicare, Medicaid, managed care, private-pay, and other applicable billing activities.
Work with outside billing specialists, clinical teams, and Medicaid caseworkers to resolve eligibility, documentation, and reimbursement issues.
Assist residents and families with Medicaid applications, renewals, and related documentation.
Coordinate with Admissions and clinical staff to maintain accurate resident census, payer information, and financial records.
Review financial documentation for admissions, transfers, discharges, and move-outs.
Explain billing procedures, payment expectations, and financial responsibilities to residents and families.
Maintain records of resident deposits, prepayments, refunds, and payment arrangements.
Coordinate resident trust or personal funds administration, where applicable, in accordance with established requirements.
Prepare and process daily bank deposits and accurately record receipts in the accounting system.
Ensure payments are appropriately applied to resident accounts.
Research deposit discrepancies, unidentified receipts, and unapplied cash.
Maintain supporting documentation and assist with deposit and bank reconciliations.
Follow established cash-handling procedures and financial controls.
Oversee daily Business Office operations and provide professional service to residents, families, employees, and visitors.
Supervise and support part-time receptionists, including scheduling, coverage, training, and administrative assignments.
Maintain office records, correspondence, supplies, and administrative processes.
Follow up on equipment problems and system access requests.
Collaborate with Finance, Human Resources, clinical teams, and other departments to resolve operational issues.
Identify opportunities to improve workflows, accuracy, and efficiency.
Maintain confidentiality of resident, employee, payroll, and financial information.
Perform other related duties as assigned.
Abide by the standards and practices set forth in the Corporate Compliance Code of Conduct.
Adhere to organizational policies and procedures covering privacy and security in compliance with HIPAA regulations.