Human Resources and Business Office Manager

Elderwood•Hamburg, NY

11d

About The Position

Elderwood Assisted Living at Hamburg is seeking an organized, detail-oriented Human Resources and Business Office Manager to lead the facility’s HR and business office functions. The role supports site operations by managing HR administration and execution, including recruiting, onboarding and offboarding, performance management, payroll, benefits administration, employee relations, and general HR activities. It also manages business office functions, including resident billing and collections, insurance information, resident accounts and petty cash, census and admission records, and related financial reporting. The position may supervise a Business Office Clerk if applicable. The manager oversees recruitment and onboarding, employee records and regulatory documentation, payroll and benefit administration, leave and claims processes, employee relations, and performance management. Business office duties include private-pay billing and collections, processing resident financial transactions, reconciling accounts, maintaining records, preparing reports, and completing month-end and year-end processes. The role also advises staff and management on policies and HR practices, supports employee development and retention, and provides customer service to residents, staff, and visitors.

Requirements

Bachelor’s or Master’s degree in Human Resources, Business, or a related field, or at least five years of experience in a Human Resources management role.
At least one year of demonstrated business training, including typing and bookkeeping.
Knowledge of state and federal labor laws, FMLA, OHSA, and COBRA.
Prior recruitment and employee onboarding experience.
Proficiency in Microsoft Office.
Strong written and verbal communication skills.
Ability to prioritize responsibilities in a fast-paced environment.
Ability to self-manage and work autonomously.
Ability to read, write, speak, and understand English at an intermediate or more advanced level.
Strong organization, attention to detail, and quality focus.

Nice To Haves

Professional in Human Resources (PHR) certification.
Prior payroll and benefits experience.

Responsibilities

Source, interview, and onboard candidates using the Applicant Tracking System; maintain open-position reports and support facility recruitment events.
Manage internal job postings, facility-to-facility transfers, and the Employee Referral Program, including tracking and timely payment of referral bonuses.
Orient new employees, complete new-hire paperwork, explain benefits, monitor enrollment, and deliver the HR portion of General Orientation.
Obtain and maintain required regulatory and medical documentation for employees, coordinate physicals and training, and maintain personnel records.
Document personnel actions, initiate probationary and annual performance evaluations, administer new-hire surveys and exit interviews, and process terminations.
Order employee name badges, business cards, and computer access; coordinate uniform allowances and fittings; and ensure departments have master schedules in the timekeeping system.
Maintain employee data in ADP HRIS, review timecards for accuracy and approvals, run reports, and assist employees with payroll and benefits inquiries.
Communicate benefit information and personnel policies, and distribute applicable benefit documents to employees upon termination.
Track leave-of-absence paperwork, maintain compliance with FMLA and other regulatory leave requirements, and communicate return-to-work expectations.
Respond to unemployment and workers’ compensation claims, represent the company at hearings when necessary, participate in the Safety Committee, and maintain the OSHA 300 log.
Triage employee concerns, escalate issues when appropriate, apply policies consistently, maintain disciplinary records, and support employee development and performance management.
Plan and support employee recognition, retention, events, meetings, team bonding, organizational learning, and company culture initiatives.
Manage resident billing and collections, verify insurance coverage, obtain payer information, and respond to requests from third-party payers and Medicare.
Maintain resident financial accounts and records, process receipts and payments, reconcile resident accounts and census days, and prepare rebates upon discharge or expiration.
Complete admission paperwork and agreements; enter resident information changes; respond to financial-record requests; and notify Medicaid offices of applied-income changes.
Review and process invoices and charges, including pharmacy, oxygen, private-room differentials, ancillary charges, and dietary deposits.
Monitor outstanding accounts, document collection efforts, report collection activities, and process approved bad-debt write-offs.
Oversee facility deposits and petty cash transactions, process check requisitions, and maintain records of resident gift certificates.
Prepare aging reports, monthly statistical summaries, quarterly resident reports, month-end reconciliations, and year-end audit documents.
Apply company policies and procedures, support staff with HR guidance and training, maintain LMS, ATS, and HRIS systems, and provide customer service to residents, staff, and visitors.
Use electronic timekeeping and devices in accordance with policy, follow the facility dress code, arrive and work as scheduled, and support Elderwood’s mission, values, code of conduct, compliance, and HIPAA policies.
Perform other duties as assigned by a supervisor, management staff, or the Administrator.