Business Office Assistant

Savant Senior Living; Santa Monica (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Savant Senior Living is seeking a Business Office Assistant to support the community office with financial and human resources responsibilities. The role collaborates with the corporate office on finance and HR activities, coordinates office operations, and helps ensure accurate records and effective communication within the team.

The position reports to the Business Office Manager and requires 3+ years in office management with bookkeeping and HR duties, CPR/First Aid certification, and

Qualifications

• Three or more years of experience in office management, including bookkeeping and HR responsibilities.
• CPR/First Aid certification required by state regulations; willing to undergo a physical exam and pass a background check.

Responsibilities

• Ensure payroll/HRIS data is up to date and submit changes in payroll system.
• Prepare new hire paperwork and update employee status changes.
• Maintain employee records and confidentiality in HRIS and files.
• Coordinate recruitment activities and scheduling interviews.
• Arrange pre-employment screenings and background checks.
• Oversee onboarding for new hires and ongoing training plans.
• Manage payroll time entries and unemployment claim responses.
• Assist with monthly benefit orientations and enrollments.
• Handle monthly billing statements and census data for the community.
• Support in finance duties and maintain community relationships.

Skills

Communication skills

Time management

Organizational skills

Microsoft Office

Driver's license

Education

CPR/First Aid certification

Tools

Microsoft Word

Excel

Outlook

Job description

This position will facilitate the successful operation of the community business office through ensuring sound financial and human resources practices. This individual works with corporate office staff in support of corporate finance and human resources activities that affect the local office. The Business Office Assistant coordinates office, finance and human resources services, records control, marketing, and special projects; organizes and administers the business and administrative office; and contributes to effective communication and pleasant working conditions. This position reports to the Business Office Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

In addition to all components of the above position summary the following “Essential Duties and Responsibilities” are essential to successful performance in this position.

HUMAN RESOURCES:

• Ensure information within the payroll/HRIS system is always updated. Submits pay rate adjustments, transfers, employment status changes, etc. in payroll system.
• Prepare new hire paperwork, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.
• Ensures employee information and records are maintained, updated and accurate within the HRIS System and personnel files.
• Triage Team Member complaints and grievances in accordance with Problem Resolution
• Coordinates recruitment activities including scheduling interviews for hiring managers and other activities as necessary.
• Order all state and company required pre-employment screening, such as physicals, fingerprint clearances and/or background Ensure all results are within state and/or company standards.
• Participate in the New Hire Orientation program and other regular Team Member meetings or
• Ensures new hires have an effective onboarding.
• Utilize Payroll reporting tools to manage accuracy of Team Member information and performance evaluation due dates.
• Update Team Member information in Payroll system and personnel
• Provide payroll with adjustment forms; edit daily time entries; ensure accuracy of bi-weekly
• Submits Unemployment Insurance claims to vendor for processing. Assist Human Resources with preparing responses and documents for Unemployment Claim responses and hearings.
• Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office Human Resources; ensure all eligible Team Members have completed enrollment/declination forms.
• Ensures Workers Compensation injuries are reported timely, and all documentation is collected and submitted to Human Resources.
• Ensures employees’ training plans are accurately assigned in the Learning Management System. Runs reports and follows up with managers and employees to ensure compliance.

FINANCE DUTIES:

• Assist in collection calls on past due accounts
• Assist with preparation of new residents' move-in paperwork, resident status changes
• Call Social Security
• Call Medi-Cal
• Print monthly billing statements.
• Maintain Community census data.

ADDITIONAL DUTIES:

• Contribute to Community relationships by demonstrating cooperation and professional conduct with residents, families, fellow Team Members.
• Be familiar with Policies & Procedures Manual and Team Member Handbook.
• Maintain accuracy of Community operations computer database with Team Member and resident information as assigned.
• Perform other related assignments as required.

EDUCATION/EXPERIENCE/CREDENTIALS

• Three or more years’ experience in office management, including bookkeeping and human resources responsibilities.
• Applicants must be certified in CPR/First Aid according to state regulations, willing to undergo a physical exam, and successfully pass background check.

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties and responsibilities. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Act on constructive feedback by listening to supervisor(s), customers and peers and use it to improve performance.
• Maintain resident, employee, and community confidentiality.
• Respect Resident's Rights.
• Demonstrate a positive attitude and ability to work well with all, particularly the elderly.
• Promote a positive work environment that emphasizes teamwork.
• Demonstrate willingness to help other staff whenever needed.
• Possess excellent communication skills in diplomacy and superior time management and organizational skills.
• Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company specific software programs.
• May be required to hold valid First Aid Certification and valid Driver’s License.
• Maintain mental alertness, attention, and concentration for necessary periods.
• Apply common sense understanding and carry out instructions (written, oral or diagrammatic).
• Adapt to situations requiring the precise attainment of set limits, tolerances, or standards.

PHYSICAL REQUIRMENTS

• Regularly required to sit for long periods of time and talk or listen.
• Able to stand, stoop and bend frequently, lift up to 20 pounds. When lifting must use necessary safety equipment or ask another employee for assistance.
• Possess adequate physical stamina to move freely about the Community and assist residents where needed, including in emergency situations.

Pay scale: $23.00-$25.50

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.