Accounts Payable/Bussiness Office Manager

Little Sisters of the Poor, Holy Family Residence; Saint Paul (MN); On-site; USD 41,000 - 62,000; Full time

Job summary

Little Sisters of the Poor, Holy Family Residence, seeks an Accounts Payable and Reconciliation specialist for on-site operations. The role manages all AP functions, general ledger, and reconciliation processes within the Business Office, supporting annual audits and budgets.

The ideal candidate has an Associate Degree and seven years of accounting/office management experience, with non-profit healthcare exposure preferred.

Qualifications

• Associate Degree in a business or related field; seven years of progressive accounting/office management experience.
• Experience with budgeting, banking duties, reconciliations, and accounts payable/receivable.
• Not-for-profit healthcare exposure preferred; Medicare/Medicaid knowledge desirable.

Responsibilities

• Manage accounts payable with due dates, payment plans and deadlines.
• Maintain the general ledger and ensure accurate financial records.

Skills

Budgeting

Reconciliation

Accounts payable

Teamwork

Education

Associate Degree in business or related field

Tools

Not-for-profit accounting software

Job description

This position is primarily Accounts Payable and Reconciliation.

this position is on site only , not eligible for remote work.

Starting pay is 36.47

Qualifications: (including Education and/or Experience)

• Minimum of an Associate Degree in a business or related field and seven years of progressive responsibility in Business Office management and accounting experience. Or, the professional equivalent in a related field or equivalent combination of education and experience. This experience would have incorporated accounting principles and general business operations, including but not limited to: practical experience in budgeting, banking duties and reconciliation, accounts payable/receivable, depreciation and liability coverage.
• Preferred: Prior work experience in a not-for-profit and a health care related employment, with a working knowledge of Medicare, Medicaid and other governmental requirements.
• Possess moral integrity, honesty and ethical standards of behavior and decision‑making principles consistent with a Roman Catholic Healthcare provider and the Home’s corporate compliance policy. Also, the sincere desire to embrace the mission of the Little Sisters of the Poor with the enthusiasm to promote its core values and family spirit.
• Professional demeanor that looks, acts and sounds professional. This includes but is not limited to an appropriate standard of attire, educated and respectful expressions both in speech and writing. A pleasant approach toward all. Discretion of all business and confidential information.
• Must be able to work individually, as well as part of a team with peers and in committees to meet established deadlines in support of the mission of the Little Sisters of the Poor.
• In addition to expected hours of work, willingness to be available and flexible with work hours to meet the department’s goals and deadlines (i.e. year-end reports and annual audit preparation).
• A valid driver’s license in the United States.

Essential Functions:

Manuals, Policies/Procedures and Mission Integration materials for the Little Sisters are located in the Business Office. A personal copy of current Employee Handbook, the Home’s Supplement and Benefit Guide are provided at time of hire.

• Demonstrate support and further the philosophy, mission and core values of the Little Sisters of the Poor at Holy Family Residence through a successful, comprehensive, efficient business office.
• Responsible for all Business Office functions including but not limited to the following:
  • Accounts payable following all due dates, payment plans and deadlines.
  • Maintain the general ledger.
  • Safeguard cash flow from all income sources, including donation revenue by recording and assuring timely bank and investment deposits/withdrawals/transfers.
  • Meet all governmental, civil/legal and religious requirements for business operations, licensure and permit renewals at Holy Family Residence. This includes tax‑exempt status for a not‑for corporation, operational waivers and renewal applications to maintain accessibility for the disabled (vehicles).
  • Collaborate closely with the maintenance department to direct the planning and coordination of property management, including Holy Family Residence buildings, building contents, security and vehicles. Participate in the resolution of any conflicts with policies and procedures in regards to the Home’s property.
  • Implement the general insurance and liability coverage negotiated on the province level, ensuring appropriate staff are familiar with the scope of coverage, terms and claims reporting.
  • Prepare monthly, quarterly, and annual financial reports for Holy Family Residence administration and Chicago Province. This includes preparation of annual and interim auditing processes for the Home’s Corporate Board (Little Sisters), departmental supervisors, lay Board of Advisors and other consultants associated with the Home. Adhere to guidelines and time lines established on the provincial level of the Little Sisters of the Poor, Chicago Province.
  • Actively assist in developing and administering an annual budget. Provide guidance to department heads on adhering to a department budget.
• Accurate and efficient use of software and web‑based programs, standard business office equipment. Maintain a computerized data‑base system for all accounting functions and reports. Business standard for record retention.
• Accountable to provide the Mother Superior/Administrator with full disclosure of expenditures and revenue - approval for payments, disbursements and notifying her of errors.
• Analyze and document business processes, practices and problems. Propose solutions to enhance business practices and implement appropriate administrative decisions and corrective actions. Adhere to the established internal control system and corporate compliance program with Holy Family Residence administrative team.
• Provide periodic (at least twice yearly) review of the staff payroll program and Residents Services Office to ensure accuracy and reduce the possibility of loss, error or misappropriation of benefits. This includes but is not limited to: reviewing payroll detail for employee taxes, withholdings and benefit provisions. For Residents Services this includes reviewing Resident Trust handling practices and reconciliation, preparation of invoices, receivables and timeliness of payor billing.
• Serve as back‑up for payroll preparation/transmission and Residents Services Office essential duties when directed by Supervisor.
• Oversees Holy Family Residence purchasing/lease programs (at times, this may be assured by someone other than the Business Office Manager). Assure that all these programs as well as the vendors, professional contractors or third parties provide materials or services to Holy Family Residence within the Corporate Compliance program, honor the non‑profit and religious tax‑exempt status, and avoid engaging in business practices contrary to the spirit of the Little Sisters of the Poor. Demonstrate responsible stewardship regarding appropriate usage of purchases vs donated items.
• Assure general office services such as but not limited to postage, mailing, shipping, purchase orders, group purchase programs, office supplies/equipment.
• Integrate the Business Offices into the life of the Home, showing a genuine interest in the Residents’ happiness and appreciation for the family spirit.
• Maintain discretion and confidentiality of all business, general and personal information obtained from the position at Holy Family Residence.

Little Sisters of the Poor, Holy Family Residence