Business Office Manager

Savant Senior Living; San Dimas (CA); On-site; USD 68,000 - 90,000; Full time

Job summary

Savant Senior Living is seeking a Business Office Manager to oversee the community's finance and HR functions, payroll accuracy, HRIS maintenance, and records control. The role includes coordinating recruitment, onboarding, and staff training while supporting executive leadership and home-office collaboration.

The position requires an Associate degree or equivalent, 3+ years in office management with bookkeeping and HR duties, and CPR/First Aid certification, with background check and physical

Qualifications

• Associate degree or equivalent required.
• Three+ years’ experience in office management, including bookkeeping and HR responsibilities.
• CPR/First Aid certification required; background check and physical may be required.

Responsibilities

• Maintain payroll/HRIS data and update pay rates, status changes, and related information.
• Coordinate new hire paperwork, onboarding, and pre-employment screenings.
• Process accounts payable, monthly statements, and collections as needed.
• Prepare and submit unemployment claims and benefits enrollment tasks.
• Support administrative operations and supervisor team with special projects and reporting.

Skills

Payroll processing

HRIS systems

Onboarding coordination

Records management

Education

Associate degree or equivalent

CPR/First Aid certification

Tools

Yardi

RFMS

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 Manager 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 Executive Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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 grievancesin accordance with Problem Resolution
  Procedure.
• 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 checks. Ensure all results are within state
  and/or company standards.
• Participate in the New Hire Orientation program and other regular Team Member
  meetings or functions.
• 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 file.
• Provide payroll with adjustment forms; edit daily time entries; ensure accuracy of biweekly payroll.
• 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

• Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
• Make collection calls on past due accounts; -maintain collection logs/records; timely
  follow up on past due accounts; prepare accounts for submittal to collection agencies.
• Submit weekly AR reports with notes for accounts with outstanding balances.
• Assist with preparation of new residents' move-in paperwork, resident status changes,
  and move-out paperwork and forward to home office.
• Assist with Evictions.
• Assist Resident and/or families with applying or Medicaid.
• Process account payable invoices in Yardi weekly.
• Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash,
  and monthly reconciliation of RFMS.
• Print monthly billing statements.
• Prepare monthly Collection Packets and send to Director of Revenue Cycle
  Management
• Maintain Community census data.
• Ensure leave of absences are accounted for within Yardi.
• Handle or refer resident billing inquiries as appropriate.
• Maintaining Medicaid Pending log and calling CCT to process

ADDITIONAL DUTIES

• Contribute to Community relationships by demonstrating cooperation and
  professional conduct with residents, families, fellow Team Members,
  physicians, pharmacies and other vendors or persons.
• Provide leadership and supervision to concierge staff.
• Contribute to team effort by being flexible in work assignments; by furnishing
  support; by taking initiative; and by understanding how this position affects
  and complements all other Community positions.
• Respond appropriately to changes in the work setting.
• Assist the Executive Director with completion of documents, correspondence and
  special projects as needed.
• Conduct tours if ED and Marketing are not available.
• 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.

SUPERVISORY RESPONSIBILITIES

• The incumbent in this report will supervise the entire concierge staff.

EDUCATION/EXPERIENCE/CREDENTIALS

• Associate degree or equivalent in education or experience.
• 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