Business Office Manager

HallKeen Assisted Living Communities•Weymouth, MA

About The Position

The Business Office Manager oversees business office functions at the community, including general accounting, accounts payable, accounts receivable, payroll, cash transactions, and the on-site administration of employment benefits. The role reports to the Executive Director and is classified as exempt. The manager maintains resident and billing information, processes accounts payable and receivable, supports payroll and employee benefits, and assists with month-end close and financial reporting. The position also maintains employee files and an orderly office, may assist with inquiry tours, and may supervise administrative or other assigned positions. Weekend manager rotation and varied schedules, including evenings and holidays, may be required.

Requirements

Associate degree in Accounting, Business, or a related field and two years of experience with business office functions, or an equivalent combination of education and experience.
Working knowledge of Generally Accepted Accounting Principles.
Working knowledge of federal and state employment law.
Ability to clearly present information verbally and communicate accurately with necessary detail, including under stressful or demanding conditions.
Ability to perform budget analysis and variance reporting.
Proficiency in Microsoft Office.
Ability to use office machines, including fax, multiple phone line systems, copy machine, and calculator.
Must complete a criminal background check for unlicensed employees in compliance with state regulation.
Must provide medical certification from a licensed healthcare provider confirming freedom from communicable disease, including TB, at hire and annually thereafter, in compliance with state regulation.
Demonstrated responsibility and accuracy in handling work details.
Ability to organize office resources to support regulatory compliance and timely file retrieval.
Ability to adapt style and approach to achieve objectives.
Ability to define realistic goals and objectives, identify tasks and deliverables, allocate resources, and set priorities.
Ability to build processes and policies that promote efficiency and continuous improvement.
Commitment to continuous improvement and high standards of accuracy and excellence.
Ability to identify, obtain, and allocate resources to achieve goals.
Ability to work varied schedules, including weekends, evenings, and holidays.
Demonstrated ability to maintain confidentiality.
Physically able to move at least 20 lbs. without assistance, bend, reach, work in small areas, and push and pull equipment and furnishings.

Nice To Haves

Three to five years of experience in Business Office Management or Accounting.

Responsibilities

Prepare, enter, and maintain resident information in systems at move-in and when demographic or status changes occur; confirm billing and move-in systems match and reconcile.
Maintain accounts receivable information, including monthly billing, adjustments, cash receipts, and timely monitoring of aging reports.
Maintain accounts payable information, including vendor setup, expense tracking, and timely expense processing.
Administer community employment functions in accordance with company policies and procedures and applicable federal, state, and local regulations.
Administer payroll at the community, submit appropriate payroll information to the corporate office, and coordinate time-clock reporting within payroll deadlines.
Administer employee benefit programs at the community, educate employees about benefit plans, and assist with enrollment and plan changes.
Assist the Executive Director with month-end close, accrual preparation, and analysis of the general ledger and monthly financials.
Assist the Executive Director with operational and financial variance reports when necessary.
Complete special projects, requests, and assignments as appropriate.
Maintain employee files in accordance with applicable policies and regulations, and maintain an orderly office.
Perform weekend manager rotation as needed.
Assist Sales and Marketing by conducting inquiry tours as needed.
May supervise an administrative assistant, receptionist, security guard, or other positions as assigned by the Executive Director.
May perform other duties as assigned.