Business Office Manager - Viva at Gainesville

Viva Senior Living•Gainesville, GA

2d•Onsite

About The Position

The Business Office Manager at Viva at Gainesville, within the Administration Department, reports to the Controller and Chief Financial Officer. This role is responsible for ensuring compliance with federal, state, and local health and regulatory standards. The position requires a high school diploma or GED, the ability to work collaboratively with peers, and a commitment to treating residents with compassion and dignity while adhering to the Resident Bill of Rights. The employee must also follow Viva Senior Living's attendance policies and employment terms, be able to read, write, speak, and understand English, and maintain the highest standards in caring for residents and their families. The role may involve being called back during exigent circumstances and requires adherence to all facility policies and procedures.

Requirements

Must possess, at a minimum, a high school diploma or a GED.
Must be able to work well with peers in a congenial work environment.
Must maintain the utmost compassion and dignity to the residents and adhere to the Resident Bill of Rights.
Must adhere to Viva Senior Living’s attendance policies and follow the terms and conditions of employment as set forth in the Employee Handbook.
Must be able to read, write, speak and understand English.
Must maintain the highest standards in caring and servicing the needs of the residents and residents' family members and loves ones.
Must adhere to all facility policies and procedures.
Must provide annual verification of a negative TB skin test.
Must be able to move intermittently throughout the workday.
Must be able to cope with the mental and emotional stress of the position.
Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, agitated residents.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.
Maintain confidentiality of Protected Health Information, including verbal, written and electronic communications.
Report non-compliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel.
Protect residents from abuse and cooperate with all investigations.
Report any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor and/or administrator.
Report any retaliation or discrimination to the Human Resource Director and the Compliance Officer.
Fulfill individual responsibility to report any suspicion of a crime to law enforcement and the state agency.

Nice To Haves

In exigent circumstances, the employee may be subject to call back during emergency conditions (e.g., severe weather, evacuation, temporary staffing shortages, etc.).

Responsibilities

Assist Department Heads with entering appropriate data.
Supervise, coach, and mentor the Receptionist.
Serve as the community's point of contact for Human Resources and Accounting situations.
Type memos, correspondence, reports, and other documents as requested.
Maintain current files of residents, resident emergency telephone numbers, and emergency telephone numbers for on-call personnel and department extensions.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis.
Maintain confidentiality of all pertinent resident information to ensure resident rights are protected.
Be knowledgeable about community services and rates.
Make bank deposits daily.
Maintain Resident Fund Accounts.
Perform administrative tasks as approved by the Executive Director.
Compile data, to be shared with the Home Office, as approved by the Executive Director.
Reconcile and transmit petty cash reimbursement requests bi-weekly.
Mail invoices, Separation Reports, garnishments, etc., to the Home Office in a timely manner.
Keep track of receipts for household accounts, attach them to check stubs, and mail them to the Business Office monthly.
Handle semi-monthly supply orders (office, nursing, housekeeping, uniforms, etc.).
Assist and support management and the leadership team with handling and resolving Human Resources issues.
Inform the Executive Director and/or the Human Resources Department of issues related to employee relations within the community.
Serve as the Human Resources subject matter expert for the community and participate on project teams.
Partner with the Executive Director in managing Benefits Education and Administration.
Partner with Risk Management in managing Workers Compensation claims to ensure appropriate employee care and costs management.
Assist employees with internal and external transfer requests and procedures.
Coordinate and track orientation for all new hires.
Ensure accurate maintenance of all employee records and files.
Maintain current files on employees including I-9, new hire paperwork, performance reviews, and disciplinary actions.
Monitor and assist managers/supervisors with hiring processes and issues.
Open requisitions for open roles, monitor candidate flow daily, screen resumes daily, share qualified applicants with hiring managers, assist with setting up interviews, disposition applicants as appropriate, and close out positions when filled.
Coordinate and administer pre-hire screening including applicant drug screens, reference checks, background checks, motor vehicle checks, and social security number verification.
Ensure open positions are advertised in appropriate venues to attract a diverse candidate pool.
Ensure the open position listing is in a visible location for both internal and external candidates.
Network with local organizations and peers to source candidates for current or future openings.
Facilitate interdepartmental transfers and promotions, and transfers or promotions to other communities.
Oversee the selection and offer processes for employees to ensure proper procedures are followed.
Ensure interviews are conducted according to recommended guidelines, consistent screening criteria is used, and only job-related questions are asked.
Ensure drug screening and background checks are completed in accordance with Viva Senior Living policy.
Prepare and review bi-weekly payroll.
Ensure that residents and families receive the highest quality of service in a caring and compassionate atmosphere which recognizes the individuals’ needs and rights.
Report any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.
Report work-related injuries and illnesses immediately to your supervisor.
Complete all assigned training and skills competency as a condition of employment.
Participate in all life safety and emergency drills and trainings.
Fulfill responsibilities as assigned during implementation or activation of the facility’s emergency plan.
Assist with the evacuation of residents in an emergency situation.
Maintain confidentiality of Protected Health Information, including verbal, written, and electronic communications.
Report non-compliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel.
Protect residents from abuse and cooperate with all investigations.
Report any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor and/or administrator.
Report any retaliation or discrimination to the Human Resource Director and the Compliance Officer.
Fulfill individual responsibility to report any suspicion of a crime to law enforcement and the state agency.
Perform other duties as requested.
Adhere to scheduled shifts assigned by the Executive Director or Supervisor.