Business Office Manager

Seaside Rehabilitation•Portland, ME

19d

About The Position

Seaside Skilled Rehabilitation Center is seeking a Business Office Manager to oversee facility business office operations. The role supports the facility’s goals and mission and models customer service excellence for residents, families, and staff. Core responsibilities include managing daily office operations; facilitating human resources and payroll processes; monitoring accounts receivable and resident trust accounts; maintaining accurate financial and personnel records; and providing customer service. The position also supports accounts payable, billing, regulatory compliance, onboarding, and general facility operations.

Requirements

Associate’s degree in Business or a related field, or commensurate experience in a similar position.
Working knowledge and experience with bookkeeping and accounting procedures, filing systems, accounts payable, and accounts receivable.
Working knowledge of Medicare, Medicaid, and federal and state regulations.
Intermediate knowledge of Microsoft Office, including Word and Excel, email, calendar software, and online business platforms, with ability to adapt to multiple software platforms.
Professional verbal and written communication experience; ability to read, write, hear, and speak English clearly.
Ability to interact with residents, families, visitors, the public, employees, and affiliates with tact, courtesy, and sound judgment across diverse personalities.
Strong attention to detail to maintain accurate, timely, and compliant accounts receivable, payroll, employee, accounts payable, and resident personal-fund records.
Ability to work under close supervision or independently and meet tight deadlines despite frequent interruptions.

Responsibilities

Perform monthly resident trust bank reconciliations, maintain statements and cashbox accuracy, issue checks, and process deposits and withdrawals through the Resident Trust online platform.
Maintain digital receipt files, enter individual resident trust transactions, prepare and distribute quarterly accounting statements, and submit monthly reconciliations to the facility accountant by the 10th.
Follow Medicare, Medicaid, federal and state requirements, and company policies concerning resident personal funds.
Oversee accounts receivable payments and billing inquiries in coordination with the home office A/R partner; accept payments, issue receipts, follow cash receipt procedures, and prepare and document deposits.
Review payer sources and co-insurance payments, notify appropriate departments of payer changes, check Medicare eligibility, and complete the daily census and room summary by 9:00 a.m.
File Maine Care Movement Cards, update software for address, payer, and insurance changes, submit Medicare replacement-plan bills to the billing department, and complete outpatient therapy paperwork and insurance verification.
Meet with new residents or responsible parties to explain financial obligations and resident trust accounts, including Rep Payee, ACH, and credit card policies.
Collect current and past-due private-pay accounts, submit information to the billing office, review and sign amended facility contracts when payer sources change, and maintain current files.
Send medical records requests to the Medical Records Revenue Cycle Specialist within 24 hours and audit and monitor Maximus documentation, serving as backup for referral submissions.
Manage facility accounts payable and serve as primary contact with the corporate A/P partner; track invoices, statements, and check requests, apply general ledger codes, and obtain weekly approvals.
Reconcile facility petty cash, maintain the facility safe securely, and track miscellaneous house accounts.
Complete new-hire paperwork, maintain personnel and separate healthcare-benefit files, and maintain health-related sick notes.
Work with management on Workers’ Compensation First Reports of Injury and maintain related records and OSHA documentation separately from personnel files.
Submit payroll paperwork and retain copies in personnel files; review benefit packages with new employees and support onboarding, recruitment, and retention.
Coordinate agency paperwork with the scheduler, submit timekeeping documentation to payroll, reconcile agency invoices, and track licenses and certifications.
Track employee evaluation dates, prepare forms for department heads one month in advance, and communicate and schedule annual required orientations.
Complete and post OSHA 300 and 300A logs annually from February 1 through April 30.
Complete I-9 forms within three days of hire, maintain a separate documentation binder, follow up on renewals, and keep filing systems accurate and organized.
Provide reception desk coverage as needed and follow facility policies and procedures.
Attend annual general orientation, monthly or quarterly BOM training, and mandatory trainings; perform other duties assigned by the Administrator.