Business Office Manager

Pennant•Pleasant Hill, CA

8d•$70,304 - $75,000

About The Position

Memory Care of Contra Costa is seeking a Business Office Manager to support residents, families, employees, and the community. The role serves as the primary contact for community recruitment and manages the recruitment lifecycle, personnel records, compliance documentation, HRIS and payroll systems, Workday transactions, and employee status changes. It also supports resident billing, accounts payable and receivable, census tracking, community records, office supplies, and administrative systems while providing customer service to residents, families, staff, vendors, and visitors. Other duties may be assigned by the Executive Director or designee. The position supports business office administration, resident financial services, human resources and payroll, recruitment and onboarding, employee relations, benefits and leave administration, compliance, and training. The employer is identified as The Pennant Group, Inc., a holding company of independent operating subsidiaries providing healthcare services through home health and hospice agencies and senior living communities.

Requirements

High school diploma or GED.
At least two years of experience in business office administration, payroll, human resources, recruiting, or related functions.
Knowledge of employment laws, onboarding practices, benefits administration, leave management, payroll processing, and personnel recordkeeping.
Experience with Microsoft Office Suite, spreadsheets, databases, and office equipment.
Strong organizational, communication, customer service, and time management skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and business information.

Nice To Haves

Associate's degree in Business Administration, Human Resources, Accounting, or a related field.
Experience with HRIS/payroll systems, preferably Workday.

Responsibilities

Maintain resident records, closed resident files, and required community files in accordance with company policies and regulatory requirements.
Maintain vendor files, contracts, transfer agreements, certificates of insurance, and other community documentation.
Provide administrative and secretarial support to community leadership.
Manage office supply inventory, incoming mail, correspondence, and filing systems.
Maintain legally required labor law and compliance postings.
Answer phones and greet visitors, residents, families, applicants, and vendors professionally.
Maintain effective communication with employees, residents, families, and the public.
Orient residents and responsible parties to billing procedures and prepare and distribute monthly resident statements.
Maintain daily census information and record admissions, discharges, room rate changes, and notice documentation.
Process accounts payable invoices and supporting documentation; maintain petty cash and deposit designated revenues according to company policy.
Support accounts receivable and collections processes and provide census and billing information to designated vendors and partners.
Maintain accurate personnel records and confidential employee files, including separate records for legally protected information.
Maintain employee information in Workday and other HR and payroll systems, process payroll accurately and on time, and maintain schedules and payroll documentation.
Support compensation and employment status changes, promotions, transfers, supervisor assignments, and other employment transactions.
Generate and maintain HR, payroll, and labor management reports.
Serve as the primary contact for community recruitment; partner with leadership on staffing needs and recruitment strategies.
Source candidates through job boards, referrals, community outreach, and recruitment events; coordinate job postings and posting compliance.
Conduct screenings and interviews and coordinate background checks, reference checks, license verifications, drug screenings, and E-Verify processing.
Prepare conditional offers, new hire packets, onboarding documentation, and employee records.
Coordinate new hire orientation, Workday setup, Pennant U LMS enrollment, and time clock enrollment; collaborate with department leaders on onboarding and workplace transition.
Support employee engagement, retention, and recognition initiatives and maintain seniority dates and employment records.
Administer performance management documentation, including disciplinary and corrective actions, performance improvement plans, and evaluations.
Coordinate voluntary and involuntary terminations, including documentation, exit processes, final pay requirements, and equipment collection.
Assist employees with benefits enrollment, qualifying life events, and benefits-related inquiries.
Administer leaves of absence, including FMLA, medical, personal, and state-specific leaves, and coordinate with Sedgwick.
Support unemployment claims, hearings, and documentation requests.
Assist with Workers' Compensation reporting, injury documentation, OSHA logs, and safety-related recordkeeping.
Maintain compliance with federal, state, and company employment requirements.
Track required employee training, certifications, and continuing education; maintain training records through Pennant U LMS and other learning systems.
Support CAPLICO culture initiatives and company values, attend staff meetings, in-services, and continuing education programs, and promptly report safety hazards.