Business Office Assistant

475 MANAGEMENT; Roseville (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

475 MANAGEMENT is seeking a Business Office Assistant in Roseville, CA, to support the community’s business operations, HR, payroll, and resident billing. You will be a contact for employees, residents, families, vendors, and visitors while ensuring efficiency and compliance with RCFE regulations.

The role reports to the Business Office Director and Executive Director and requires strong organizational skills, confidentiality, and professionalism in a high-volume environment.

Qualifications

• High school diploma or GED required.
• Associate degree in Business Administration, HR, Accounting or related field preferred.
• Minimum two years of administrative office experience required.
• Experience with HRIS/payroll systems such as Paycom preferred.

Responsibilities

• Provide administrative support to business operations, HR, payroll, resident billing, and accounts receivable.
• Process timekeeping, payroll inquiries, and payroll documentation in accordance with procedures.

Skills

Communication skills

Organizational skills

Time management

Confidentiality

Education

High school diploma or GED

Associate degree in Business Administration, Human Resources, Accounting, or related field

Tools

Paycom

Microsoft Office

Job description

POSITION SUMMARYThe Business Office Assistant is responsible for providing administrative support to the community's business operations, human resources, payroll processing, resident billing, accounts receivable, and general office functions. This position serves as a key point of contact for employees, residents, families, vendors, and visitors and helps ensure the efficient operation of the business office while maintaining compliance with company policies and California RCFE regulations.REPORTS TOBusiness Office Director and Executive DirectorSCHEDULEMonday - Friday 10:00 AM - 6:30 PMESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIESHuman Resources AdministrationAssist with onboarding and new hire orientation processes.Maintain employee personnel files and ensure documentation is complete and compliant.Process employment-related paperwork, including status changes, transfers, and terminations.Assist with employee benefits enrollment and related documentation.Maintain confidentiality of employee information and records.Support recruitment efforts, including assist with scheduling interviews and processing applicant documentation.Payroll AdministrationReview timecards for accuracy and communicate discrepancies to department managers.Assist employees with payroll inquiries and timekeeping issues.Process payroll-related documentation in accordance with company procedures.Maintain payroll records and reports.Resident Billing and AccountingAssist with resident billing, accounts receivable, and collection activities.Process and record resident payments.Prepare bank deposits and maintain accurate financial records.Assist with monthly census reporting and occupancy tracking.Support invoice processing and accounts payable functions as assigned.Office AdministrationMaintain office filing systems and business records.Answer telephones, greet visitors, and direct inquiries appropriately.Order and maintain office supplies and equipment.Prepare correspondence, reports, spreadsheets, and other business documents.Coordinate mail distribution and shipping activities.Schedule meetings and maintain business office calendars.Compliance and Customer ServiceMaintain confidentiality of resident, employee, and company information.Ensure compliance with federal, state, local, and company regulations.Provide professional customer service to residents, families, employees, and visitors.Assist department managers with administrative projects and reporting.Participate in community meetings and training programs as required.Support a positive and professional community environment.Perform other duties as assigned by the Executive Director or Business Office Director.MINIMUM QUALIFICATIONSEducationHigh school diploma or GED required.Associate degree in Business Administration, Human Resources, Accounting, or related field preferred.ExperienceMinimum two (2) years of administrative office experience required.Experience in senior living, assisted living, healthcare, human resources, payroll, or accounting preferred.Experience with HRIS/payroll systems such as Paycom preferred.Mathematical SkillsAbility to perform basic accounting and mathematical calculations.Ability to reconcile billing information and prepare financial reports.Reasoning SkillsAbility to exercise sound judgment and prioritize competing responsibilities.Ability to maintain confidentiality and handle sensitive information appropriately.Communication SkillsExcellent verbal and written communication skills.Ability to communicate effectively with residents, families, vendors, regulatory agencies, and employees.Equipment UsedPersonal computer and Microsoft Office applications.Payroll and HR software systems.Standard office equipment including copier, fax, scanner, and multi-line telephone system.PHYSICAL REQUIREMENTSAbility to sit, stand, walk, bend, reach, and lift up to 25 pounds.Ability to operate office equipment and computer systems for extended periods.Ability to move throughout the community as needed.PERSONAL CHARACTERISTICSDemonstrates professionalism, integrity, and accountability.Displays compassion and respect toward older adults.Maintains a positive, customer-service-focused attitude.Exercises discretion when handling confidential information.Demonstrates strong organizational and time-management skills.WORKING CONDITIONSWell-lighted office environment within an assisted living community.Frequent interaction with residents, visitors, families, vendors, and staff.May be exposed to stressful situations requiring sound judgment and professionalism.CALIFORNIA RCFE REQUIREMENTSMust pass a criminal background clearance prior to employment.Must meet California health screening and tuberculosis clearance requirements.Must comply with all California Department of Social Services regulations applicable to Residential Care Facilities for the Elderly (RCFE).Must complete all required state and company-mandated training.