Business Office Manager

The Pennant Group; California; Vor Ort; USD 70.000 - 75.000; Vollzeit

Zusammenfassung

Memory Care of Contra Costa in Pleasant Hill, California, is seeking a Business Office Manager to lead recruitment, HRIS and payroll, billing, and resident financial services, delivering excellent service to residents, families, staff and vendors.

You will maintain records, prepare statements, manage accounts payable/receivable, census data, and onboarding, coordinate with leadership, ensure regulatory compliance, and support operations.

Qualifikationen

• High school diploma or GED required; associate degree preferred.
• Minimum 2 years in business office administration, payroll, HR, recruiting, or related functions.
• Experience with HRIS/payroll systems (Workday preferred) and knowledge of employment laws.
• Strong organizational, communication, customer service, and time management skills; ability to handle confidential information.

Aufgaben

• Maintain current resident records, files, and community documentation.
• Process payroll and maintain HR/payroll records in Workday.
• Oversee recruitment lifecycle: sourcing, screenings, interviews, onboarding, and new hire paperwork.
• Support billing, accounts payable/receivable, and census tracking; prepare resident statements.
• Coordinate leave management, benefits enrollment, and compliance reporting.

Kenntnisse

Organizational skills

Communication skills

Customer service

Time management

Ausbildung

High School Diploma or GED

Associate's Degree in Business Administration, HR, Accounting, or related field

Tools

HRIS/Payroll systems (Workday)

Microsoft Office Suite

Jobbeschreibung

Memory Care of Contra Costa is currently seeking a Business Office Manager to join our team of dedicated professionals who want to make a difference in the lives of our residents, their families and our community. We are guided by our CAPLICO Core Values: Celebration Accountability Passion for Learning Love One Another Intelligent Risk Taking Customer Second (Employee First!) Ownership If these core values resonate deeply with your own moral compass and you meet the requirements below, then you should apply.

About the Opportunity

The Business Office Manager serves as the primary point of contact for employment opportunities within the community and manages the full recruitment lifecycle, including sourcing candidates, conducting screenings, facilitating interviews, coordinating pre-employment requirements, onboarding new hires, and supporting employee retention initiatives. This position also oversees personnel records, compliance documentation, HRIS and payroll system maintenance, Workday transactions, and employee status changes. Additional responsibilities include resident billing support, accounts payable processing, census tracking, accounts receivable functions, maintaining community records, managing office supplies and administrative systems, and providing excellent customer service to residents, families, staff, vendors, and visitors. Other duties may be assigned by the Executive Director or designee.

Essential Duties and Responsibilities

Business Office Administration

Maintain current resident records, closed resident files, and required community files in accordance with company policies and regulatory requirements.

Maintain vendor files, contracts, transfer agreements, certificates of insurance, and other community documentation.

Provide administrative and secretarial support to community leadership.

Manage office supply inventory, incoming mail, correspondence, and filing systems.

Maintain legally required labor law and compliance postings.

Answer phones, greet visitors, residents, families, applicants, and vendors in a professional manner.

Maintain effective communication with employees, residents, families, and the public.

Resident Financial Services

Orient residents and responsible parties to billing procedures.

Prepare and distribute monthly resident statements.

Maintain accurate daily census information and record admissions, discharges, room rate changes, and notice documentation.

Process accounts payable invoices and supporting documentation.

Maintain petty cash and deposit designated revenues according to company policy.

Support accounts receivable and collections processes.

Provide census and billing information to designated vendors and partners.

Human Resources & Payroll Administration

Maintain accurate personnel records and confidential employee files, including required separate files for FMLA, ADA, I-9, Workers' Compensation, and other legally protected records.

Maintain employee information within Workday and other HR/payroll systems.

Process payroll accurately and timely in accordance with company deadlines and policies.

Maintain employee schedules and payroll documentation.

Support compensation changes, status changes, promotions, transfers, supervisor assignments, and other employment transactions.

Generate and maintain HR, payroll, and labor management reports.

Recruitment & Onboarding

Serve as the primary point of contact for all community recruitment efforts.

Partner with leadership to identify staffing needs and develop recruitment strategies.

Source candidates through job boards, referrals, community outreach, and recruitment events.

Coordinate job postings and ensure compliance with federal and state posting requirements.

Conduct candidate screenings, interviews, background checks, reference checks, license verifications, drug screenings, and E-Verify processing.

Prepare conditional offers, new hire packets, onboarding documentation, and employee records.

Coordinate new hire orientation, Workday setup, Pennant U LMS enrollment, and time clock enrollment.

Collaborate with department leaders to ensure successful employee onboarding and transition into the workplace.

Employee Relations, Benefits & Leave Administration

Support employee engagement, retention, and recognition initiatives.

Maintain seniority dates and employment records.

Administer performance management documentation, including disciplinary actions, corrective actions, performance improvement plans (PIPs), and evaluations.

Coordinate voluntary and involuntary terminations, including documentation, exit processes, final pay requirements, and equipment collection.

Assist employees with benefits enrollment, qualifying life events, and benefits-related inquiries.

Administer leave of absence processes, including FMLA, medical leaves, personal leaves, state-specific leaves, and Sedgwick coordination.

Support unemployment claims, hearings, and documentation requests.

Assist with Workers' Compensation reporting, injury documentation, OSHA logs, and safety-related recordkeeping.

Compliance & Training

Maintain compliance with federal, state, and company employment requirements.

Ensure completion and tracking of required employee training, certifications, and continuing education.

Maintain training records through Pennant U LMS and other learning systems.

Support CAPLICO culture initiatives and company values.

Attend staff meetings, in-services, and continuing education programs.

Promptly report safety hazards and support workplace safety initiatives.

Minimum Qualifications

High School Diploma or GED required; Associate's Degree in Business Administration, Human Resources, Accounting, or related field preferred. Minimum two (2) years of experience in business office administration, payroll, human resources, recruiting, or related functions. Experience with HRIS/payroll systems, preferably Workday. Knowledge of employment laws, onboarding practices, benefits administration, leave management, payroll processing, and personnel recordkeeping. Experience with Microsoft Office Suite, spreadsheets, databases, and office equipment. Strong organizational, communication, customer service, and time management skills. Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and business information.

Salary Range: $70,304- $75,000

The employer for this position is stated in the job posting. The Pennant Group, Inc. is a holding company of independent operating subsidiaries that provide healthcare services through home health and hospice agencies and senior living communities located throughout the US. Each of these businesses is operated by a separate, independent operating subsidiary that has its own management, employees and assets. More information about The Pennant Group, Inc. is available at http://www.pennantgroup.com.

The employer for this position is stated in the job posting. The Pennant Group, Inc. is a holding company of independent operating subsidiaries that provide healthcare services through home health and hospice agencies and senior living communities located throughout the US. Each of these businesses is operated by a separate, independent operating subsidiary that has its own management, employees and assets. More information about The Pennant Group, Inc. is available at http://www.pennantgroup.com.

Equal Opportunity Statement

At Memory Care of Contra Costa, we believe every moment matters. Located in the heart of Pleasant Hill, California, our community is thoughtfully designed to support individuals living with memory loss while celebrating who they are, where they’ve been, and the life they continue to live each day. We are an equal opportunity employer committed to ensuring that all conditions and privileges of employment, including recruitment, hiring, evaluation, transfer, promotion, discipline, determination of compensation and/or benefits, and termination of employment, for all job classifications, are based on qualifications and work record. No employment decision is made, nor do we discriminate, on the basis of race, color, religion, creed, sex/pregnancy, sexual orientation, gender identity, gender expression, age, national origin, ancestry, citizenship, veteran status, or disability.