Business Office Assistant
About The Position
The Business Office Assistant works in the Business Office at Palo Alto Commons and is responsible for timely processing and receipt of vendor invoices, as well as providing front-desk assistance to the concierge. The role supports the Business Office Director with invoice management, filing, and resident-document storage, and may cover the front desk when the Float Concierge is unavailable or there is a call-off. All duties must be performed in accordance with company policies and procedures and applicable standards, guidelines, and regulations. The position also involves responding to resident concerns, supporting a safe and secure community, completing required training, and interacting positively with residents, families, visitors, prospective residents, and referral sources. Schedule flexibility may be needed to provide departmental coverage.
Requirements
- Must be at least 18 years of age.
- Must be able to operate office equipment, including a copier, telephone, postage machine, time clock, and medical alert system.
- Must be able to adapt and respond to change, make decisions, and prioritize tasks and projects.
- Must be able to read, write, and speak English to communicate effectively with coworkers, supervisors, physicians, healthcare professionals, residents, and families.
- Must be highly motivated and able to work independently.
- Must pass a criminal background check and health screening tests, including a COVID-19 PCR test within 72 hours of the start date.
- Must provide proof of COVID-19 vaccination or a valid exemption for qualifying medical reasons or religious beliefs, subject to legal requirements.
Nice To Haves
- High school diploma or equivalent preferred.
Responsibilities
- Collect monthly invoices from Department Directors, organize them by department, and upload them into YARDI.
- Manage the Spenddown in SharePoint.
- Contact vendors about missing payments or invoices.
- Coordinate with the Business Office Director at month-end to identify missing invoices that need to be imported into YARDI.
- Submit all invoices by Wednesday at 10 a.m. so the Executive Director can approve them in YARDI by noon.
- Assist the Business Office Director with filing and maintain storage of resident documents and invoices.
- Assist at the front desk when the Float Concierge is unavailable or there is a call-off.
- Respond to resident concerns professionally and caringly, escalating issues to a supervisor when appropriate.
- Follow established safety procedures, including the Illness and Injury Prevention Program, Universal Precautions and Bloodborne Pathogens procedures, Evacuation and Disaster Plans, and Resident Elopement procedures.
- Report occupational exposure to blood, body fluids, infectious materials, or hazardous chemicals in accordance with company policies and procedures.
- Complete required monthly training, attend scheduled in-services and mandatory meetings, and maintain required certifications or licensures.
- Work holidays, evenings, weekends, or additional shifts when necessary to ensure adequate departmental coverage.
- Interact tactfully and in a friendly manner with residents, families, and visitors, and encourage cooperative teamwork with coworkers and other departments.
- Support community marketing efforts through positive interactions during community tours and telephone contact with the public.
- Maintain positive, friendly interactions with prospective residents, family members, and referral sources.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
