Human Resources & Business Office Manager

Elderwood•Williamsville, NY

2d•Onsite

About The Position

Join Our Team as a Human Resources & Business Office Manager Elderwood Assisted Living at Williamsville Are you an HR professional who loves being hands-on and making things happen? Elderwood Assisted Living at Williamsville is seeking a dynamic and self-driven Human Resources & Business Office Manager to join our close-knit senior living community. This is a “doer” role - perfect for someone who thrives on being resourceful, rolling up their sleeves, and handling everything from recruitment to onboarding, payroll, benefits, and business office responsibilities. If you're a problem solver, this is your kind of job. In addition to HR duties, this role oversees key business office functions, including maintaining accurate census and rate information in PCC, managing resident trust account transactions and reconciliations, overseeing facility and resident petty cash, and processing incoming payments. The Coordinator ensures timely and accurate monthly resident statements, tracks private pay collections and spend downs, and follows up on Medicaid pending cases. This role also collaborates with the Care Coordinator to maintain accurate level-of-care documentation. This is an exceptional opportunity for someone looking to grow in their HR career, gaining exposure across a broad range of HR and business functions while making a meaningful impact in the lives of our staff and residents.

Requirements

Experience in HR administration, recruitment, or business office management
Strong knowledge of HR processes and the curiosity to continuously learn
Highly organized, detail-oriented, and comfortable managing multiple priorities
Proficient with systems like ADP, Microsoft Office, and Applicant Tracking Systems
Bachelor's degree in Human Resources or related field preferred
Positive energy, strong communication skills, and a solutions-focused mindset
Training or experience in human resources processes required.
Interpersonal skills in person and over the phone required
Strong organizational, time management skills necessary
Strong computer skills required
Valid State Driver’s License and clean driving record required
Ability to handle personnel situations with tact, and in compliance with state and federal laws required
Attention to detail and accuracy with numbers required.
Recognition of importance of confidentiality regarding applicants and staff information required.
Elderwood expects all current and new employees to be vaccinated against COVID-19. If hired, you will be required to provide proof of vaccination. Employees may request a medical exemption from vaccination.

Nice To Haves

PHR Certification preferred.

Responsibilities

Coordinate payroll and benefits processes with accuracy and confidentiality
Maintain employee files and regulatory documentation
Support employee relations, performance tracking, training, and HR communications
Lead HR components of new hire orientation and benefit education
Oversee business office functions including resident trust accounts, petty cash, and private pay collections
Collaborate closely with Talent Acquisition and Hiring Managers to be a strategic partner in the recruitment process, effectively leveraging our robust Applicant Tracking System to identify and secure high-quality candidates.
Partner closely with leadership and corporate HR to ensure compliance and foster a positive workplace culture
Responsible for the timely sourcing, interviewing, & onboarding of candidates through the Applicant Tracking System.
Maintaining an accurate and timely submission of the weekly open positions report.
Participation in marketing the facility through recruitment events held at the facility as well various organizations and schools; i.e. open interviews & job fairs.
Ensure internal posting process is properly managed within the facility, and for employees involved in facility-to-facility transfers.
Promote company Employee Referral Program.
Accurately track employee referral program and timely payout of referral bonuses.
Orient and complete new hire paperwork for all new staff members and ensure that employment regulatory requirements are met; to include but not limited to, reviewing benefit program eligibility, describing benefit plans, and confirmation of enrollment completion.
Schedule new hires for General Orientation and deliver HR training component.
Obtain all required regulatory documentation for all licensed & certified persons hired at the facility at time of hire, and annually thereafter; i.e. professional licenses and CPR and other Life Safety certifications. If not certified arrange for training.
Obtain medical documentation required for Measles, Rubella and TST for applicable new hires.
Coordinate new hire physicals.
Ensure that all personnel actions are properly documented (location, address, rate of pay and status change, disciplinary actions and signature receipts).
Maintain staff member personnel records in accordance with regulatory agency requirements and HR Policy & Procedure Manual.
Initiate probationary and annual performance evaluation process.
Administer 30 Day New Hire Surveys & Exit Interviews in accordance with company policy.
Order name badges, business cards and computer access as needed.
Timely processing of employee termination and maintain staff roster in several databases.
Coordinate uniform benefit allowance and fitting and acquiring of uniforms under the allowance program.
Timely distribution of information on the company’s benefits package to all eligible employees, monitor pending enrollments and provide follow up to verify completion.
Responsible for accurate and timely data entry of employee information and ongoing maintenance in ADP HRIS.
Review all employee timecards in time & attendance system for accuracy and approvals.
Run various reports out of ADP reporting
Assist employees with benefit/payroll inquires.
Interpret personnel policies and procedures and communicate benefit program details to staff.
Upon termination of staff, distribute documentation relating to benefits such as Health Insurance, 401K, Life Insurance, and Dental Insurance.
Helps coordinate all employee activities, as established by executive staff.
Compile and track paperwork for staff members on leave of absence; maintain compliance with FMLA and other regulatory leaves; maintain communication with staff members on return to work expectations.
Ensure timely response to claims for unemployment insurance.
Verify that all termination data is reported to payroll within one pay period of termination date.
Represent the company in UI and WC hearings when necessary.
Participate in facility Safety Committee.
Compile and submit information for unemployment, Worker's Compensation and disability claims; maintain OSHA 300 log.
Ability to triage employee concerns and issues; knowing when to escalate to the Administrator and/or EAS HR.
Ensure consistent application of policy & procedures to include corrective disciplinary actions.
Maintain disciplinary log.
Drive facility recognition and retention programs; i.e. Employee of the Month, birthdays, anniversaries.
Responsible for updating census and rate information in PCC.
Responsible for resident trust transactions in RFMS system and monthly reconciliation of the resident trust bank account.
Responsible for reconciling the resident trust petty cash box and the facility petty cash box on a daily basis.
Reviews monthly statements for accuracy and sends to residents/responsible parties.
Scans all checks received into appropriate bank accounts and sends batch reports to AR central office for posting.
Responsible for all private collections, including resident room and board, level of care, and spend down charges.
Maintains private pay tracking log and updates as needed.
Follow up on all Medicaid pending cases for status from the county and the resident/responsible party.
Works with Care Coordinator to make sure that levels of care are updated appropriately in PCC.