Business Office Manager

HallKeen Assisted Living Communities; Chicopee (MA); On-site; USD 65,000 - 85,000; Full time

Job summary

HallKeen Assisted Living Communities seeks a Business Office Manager to oversee the community's business office operations, including AR, AP, and payroll, and to administer on-site benefits. The role reports to the Executive Director and supports month-end close and financial reporting.

The ideal candidate holds an associate degree in accounting or related field with 2+ years of relevant experience; 3–5 years in business office management is preferred. Proficiency in Microsoft Office is required.

Qualifications

• Requires an associate degree in accounting/business or related field and 2+ years of experience in business office functions.
• 3–5 years in business office management or accounting preferred.
• Working knowledge of GAAP and federal/state employment law.
• Must pass criminal background check and medical certification per state regulations.

Responsibilities

• Oversee resident data in systems and ensure billing systems reconcile with move-in data.
• Manage accounts receivable incl. monthly billing, adjustments, cash receipts, aging reports.
• Manage accounts payable incl. vendor setup, expenses tracking, timely processing.
• Administer employment benefits, payroll data submission, and timekeeping coordination.
• Support month-end close with Executive Director and prepare variance reports.
• Assist in special projects and maintain orderly employee files in compliance with policies.

Skills

GAAP knowledge

Employment law knowledge (federal &amp

Office software proficiency

Business Office management experience

Education

Associate degree in Accounting/Business or related field

Tools

Microsoft Office

Job description

Description

Department: Administration

Reports To: Executive Director

FLSA Status: Exempt

Job Summary

The Business Office Manager is responsible for overseeing business office functions at the community. Responsible for general accounting function at the community, including accounts payable, accounts receivable and payroll. Handles and records cash transactions. Also responsible for coordinating and administering employment benefits on-site.

Duties and Responsibilities:

• Prepares, inputs, and maintains resident data in system upon move-in to include any demographic and status changes and confirm that billing systems and move-in systems match/reconcile.
• Prepares, inputs, and maintains all Accounts Receivable data including monthly billing, billing adjustments, processing of cash receipts and monitoring of aging reports in a timely manner.
• Prepares, inputs, and maintains all Accounts Payable data including setting up vendors, tracking expenses, and processing expenses in a timely manner.
• Administers the employment function at the community in accordance with HallKeen Assisted Living Communities, LLC’s Policies and Procedures as well as federal, state, and local regulations.
• Administers the Payroll function at the community including monitoring and submitting appropriate Payroll information to the corporate office and coordinating the process for reporting time clock information within Payroll deadline.
• Administers HallKeen Assisted Living Communities, LLC’s benefit programs at the Community level including educating new and existing employees about benefit plans as well as assisting employees with enrollment and plan changes.
• Assist in month-end close processes of accrual preparation and analysis of General Ledger and monthly financials in conjunction with Executive Director.
• When necessary, assists the Executive Director with the preparation of operational and financial variance reports.
• Diligently works toward the completion of special projects, requests, and assignments as appropriate.
• Maintains employees’ files in accordance with state, federal and HallKeen Assisted Living Communities LLC’s policies. Maintains neat/orderly office as specified in policy.
• Performs weekend manager rotation as needed.
• Assist in Sales and Marketing by conducting inquiry tours as needed.
• May supervise administrative assistant, receptionist, security guard or other positions as assigned by the Executive Director.
• May perform other duties as assigned.

Requirements

Minimum Qualifications

• Associate degree in Accounting, Business, or a related field and two years experience with Business Office functions; or an equivalent combination of education and experience.
• Three to five years in Business Office Management or Accounting preferred.
• Working knowledge of Generally Accepted Accounting Principles.
• Working knowledge of Federal and State Employment Law.
• Able to clearly present information through the spoken word. Can accurately communicate, providing the necessary level of detail even under stressful or demanding conditions. Ensures a positive attitude and team orientation is exhibited in verbal and non-verbal communication.
• Able to perform budget analysis and variance reporting.
• Proficient in using Microsoft Office.
• Possesses ability to use of office machines including fax, multiple phone line systems, copy machine, calculator.
• Must have submitted and completed a Criminal Background check for unlicensed employees in compliance with state regulation.
• Must provide a medical certification from a licensed healthcare provider confirming that the employee is free from communicable disease including TB in compliance with state regulation at hire and annually thereafter.

Required Behavior

• Demonstrates responsibility for, and handles accurately, the details associated with one’s work.
• Organizes office resources in standardized manner to ensure compliance with federal/state regulations and to ensure timely location of files as needed to assist in making business decisions.
• Modifies style and approach in order to achieve a specific objective.
• Ability to define realistic, specific goals and objectives. Able to define tasks and deliverables necessary to meet goals. Can assign resources and set priorities to meet goals.
• Builds processes and policies in a way designed to drive efficiency and continuous improvement.
• Commitment to continuous improvement of business practices and to assuring that completed work adheres to high standards of accuracy and excellence.
• Identifies, obtains and effectively allocates the resources required to achieve applicable goals.
• Ability to work varied schedules to include weekends, evenings and holidays.
• Demonstrated ability to maintain confidentiality.

Physical Demands

• Physically able to move at least 20 lbs. without assistance.
• Physically able to bend, reach, and work in small areas.
• Physically able to push and pull equipment and furnishings.