Business Office Assistant

CHSGa•Barnesville, GA

About The Position

Join us at Heritage Inn of Barnesville – a place where you’ll be valued, recognized and rewarded for the vital work you do each day. We’ll surround you with a strong team and leadership that supports every aspect of your life – both inside and outside of our centers. And you’ll get to practice your passion in a non-profit, mission-driven organization that’s known for the highest level of care in our communities ESSENTIAL DUTIES AND RESPONSIBILITIES Processes new hires, status changes and terminations within defined timeframes. Completes I-9 processing, pre-employment background checks, drug testing, pre-employment reference checks for compliance. Verifies medical licenses and certifications as needed. Processes associate absence and leave paperwork. Assists center leadership with HR guidelines and forms Maintains personnel files in compliance with applicable legal requirements. Responsible to facilitate general and HR orientation for all new associates. Process personnel forms regarding hires Reports work time and business expenses in accordance with organizational guidelines. Ensures appropriate communication to facilitate prompt approvals. Creates, develops and updates personnel forms to reflect changes in organization practices as directed. Receives vendor invoices and obtains approval for processing and accurate coding. Forwards appropriate documentation to the Corporate Office in a timely manner. Answers inquiries from vendors regarding payment status. Complies with the Business Office Guidelines as published for Accounts Payable. Processes payroll in a timely manner so that each associate is compensated for services rendered as well as other approved non-productive hours such as PTO, bereavement leave, holiday, etc. Prints reports for use by Department Heads and the Administrator to provide for an accurate payroll. Maintains associate files and time card reports accurately and confidentially. Answers any associate inquiries from regarding their time and/or pay. Complies with the Business Office Guidelines as published for Payroll. Maintains the Patient Trust Fund in accordance with State and Federal regulations. Inputs deposits and withdrawals into the computer system maintaining an accurate record of Patient Trust accounts. Obtains the appropriate signatures and, if necessary, documentation for withdrawals from a patient’s account. Maintains an accurate balance of the money in the Patient Trust Fund checkbook and the petty cash box daily and provides that these balances in addition to outstanding withdrawals equal the amount of the Patient Trust Fund. Distributes quarterly statements of the activity in patient’s accounts in accordance with State regulations. Submit a listing of the interest earned on accounts to the local Department of Family and Children Services representative. Reconciles and completes the Bank Reconciliation at the end of the month. Allocates interest received on account to individual patients’ accounts on a monthly basis. Maintains cash and checks in a secure and locked location in the Business Office. Maintains records of patients’ accounts in a confidential manner. Complies with the Business Office Guidelines as published for Patient Trust Fund. Receives visitors and direct them appropriately. Answers the telephone and directs calls as appropriate. Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication. Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System. Performs other duties as necessary to ensure the success of the System.

Requirements

Proficient in using a computer, especially Microsoft Office, Excel and Power Point.
Excellent organizational and prioritizing skills required
Effective and professional verbal, and written communication skills
Communicates well with other associates, patients, family members, and visitors providing warm and friendly greeting and an approachable attitude.
Responds to expressed concerns while displaying a helpful, caring demeanor, answers questions when appropriate in a professional manner.
High school diploma or equivalent preferred.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or associates of the organization.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram format.
The ability to deal with problems involving several concrete variables in standardized situations.
This job requires proficiency with the following computer applications: Microsoft Outlook Microsoft Excel Microsoft Word

Responsibilities

Processes new hires, status changes and terminations within defined timeframes.
Completes I-9 processing, pre-employment background checks, drug testing, pre-employment reference checks for compliance.
Verifies medical licenses and certifications as needed.
Processes associate absence and leave paperwork.
Assists center leadership with HR guidelines and forms
Maintains personnel files in compliance with applicable legal requirements.
Responsible to facilitate general and HR orientation for all new associates.
Process personnel forms regarding hires
Reports work time and business expenses in accordance with organizational guidelines.
Ensures appropriate communication to facilitate prompt approvals.
Creates, develops and updates personnel forms to reflect changes in organization practices as directed.
Receives vendor invoices and obtains approval for processing and accurate coding.
Forwards appropriate documentation to the Corporate Office in a timely manner.
Answers inquiries from vendors regarding payment status.
Complies with the Business Office Guidelines as published for Accounts Payable.
Processes payroll in a timely manner so that each associate is compensated for services rendered as well as other approved non-productive hours such as PTO, bereavement leave, holiday, etc.
Prints reports for use by Department Heads and the Administrator to provide for an accurate payroll.
Maintains associate files and time card reports accurately and confidentially.
Answers any associate inquiries from regarding their time and/or pay.
Complies with the Business Office Guidelines as published for Payroll.
Maintains the Patient Trust Fund in accordance with State and Federal regulations.
Inputs deposits and withdrawals into the computer system maintaining an accurate record of Patient Trust accounts.
Obtains the appropriate signatures and, if necessary, documentation for withdrawals from a patient’s account.
Maintains an accurate balance of the money in the Patient Trust Fund checkbook and the petty cash box daily and provides that these balances in addition to outstanding withdrawals equal the amount of the Patient Trust Fund.
Distributes quarterly statements of the activity in patient’s accounts in accordance with State regulations.
Submit a listing of the interest earned on accounts to the local Department of Family and Children Services representative.
Reconciles and completes the Bank Reconciliation at the end of the month.
Allocates interest received on account to individual patients’ accounts on a monthly basis.
Maintains cash and checks in a secure and locked location in the Business Office.
Maintains records of patients’ accounts in a confidential manner.
Complies with the Business Office Guidelines as published for Patient Trust Fund.
Receives visitors and direct them appropriately.
Answers the telephone and directs calls as appropriate.
Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.
Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System.
Performs other duties as necessary to ensure the success of the System.