Business Office Coordinator — Funds & Admin Ops

Schenectady Center; City of Schenectady (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

Schenectady Center in Schenectady, NY seeks an experienced Business Office Manager Assistant to support resident funds handling, mail processing, NOMNCs, admissions paperwork, and DOH-3559 submissions. The role also covers recordkeeping, document management, notary coordination, and Medicaid documentation assistance in a busy healthcare setting.

The ideal candidate will be detail-oriented, capable of maintaining accurate ledgers, and comfortable coordinating with the Business Office Manager to

Responsibilities

• Deliver the resident funds box to Reception at 9:00 AM and retrieve it at 3:00 PM.
• Reconcile resident funds daily to ensure all transactions are accurately recorded.
• Receive, sort, review, and distribute incoming mail daily.
• Prepare and process approximately 8–12 Notices of Medicare Non-Coverage (NOMNCs) per week.
• Create and organize folders for all new admissions.
• Prepare and submit required discharge notifications (DOH-3559) to the county.
• Organize and archive discharged residents’ folders.
• Scan and organize Medicaid budget letters and RFIs before review by BOM.
• Respond to walk-in inquiries from residents, family members, and visitors.
• Assist BOM with completing and gathering Medicaid documents.
• Complete weekly post office runs to mail Medicaid applications and other correspondence.
• Schedule and coordinate notary appointments for Medicaid applications and related documents.
• Process resident fund withdrawals and deposits and maintain account activity records.
• Prepare and distribute quarterly resident account statements.
• Support the BOM with the disenrollment process by assisting with required documentation and follow-up.

Job description

Schenectady Center in Schenectady, NY seeks an experienced Business Office Manager Assistant to support resident funds handling, mail processing, NOMNCs, admissions paperwork, and DOH-3559 submissions. The role also covers recordkeeping, document management, notary coordination, and Medicaid documentation assistance in a busy healthcare setting.

The ideal candidate will be detail-oriented, capable of maintaining accurate ledgers, and comfortable coordinating with the Business Office Manager to