Business Office Manager

ENCORE SENIOR LIVING; Sheboygan (WI); On-site; USD 52,000 - 70,000; Full time

Job summary

Encore Senior Living is seeking a Business Office Manager at the community level to oversee accounting and human resources functions, ensuring compliance with laws and company policies. The role reports to the Administrator and requires strong attention to detail and organizational skills.

Responsibilities include processing invoices, managing receivables, payroll processing, HRIS data integrity, and cross-functional coordination with community leadership.

Qualifications

• High level of technical expertise with enterprise systems and data management.
• Ability to make independent decisions when circumstances warrant.
• Willingness to adopt new methods and practices.

Responsibilities

• Oversee accounts payable functions: invoices, payments, and petty cash.
• Oversee accounts receivable: move-ins/outs, deposits, billing, and collections per guidelines.
• Oversee payroll and HRIS data accuracy; onboard new employees; resolve pay-related issues.
• Maintain confidentiality of company information; ensure compliance with policies and procedures.

Skills

Tech systems

Independent decisions

Adaptability

English proficiency

Leadership

Education

Associate degree

Tools

Microsoft Office

HRIS & Timekeeping

Job description

BUSINESS OFFICE MANAGER-COMMUNITY LEVEL

POSITION SUMMARY: Responsible for direct oversight of the general operations of the accounting and human resources department to include accounts payables, accounts receivables, payroll functions, data entry and general accounting duties. Assures compliance with all laws, rules, regulations, policies and procedures. Promotes the company’s mission and philosophy.

REPORTS TO: ADMINISTRATOR

POSITION RESPONSIBILITIES:

A. Accounts Payable

• 1. Receives, processes and enters all invoices into system for payment timely and accurately
• 2. Resolves account discrepancies by investigating documentation, payments or adjustments
• 3. Enters accounts payables into system for payment and are processed timely and accurately.
• 4. Monitors, reconciles, and records petty cash disbursements
• 5. Collect W9 from vendors and submit to corporate office

B. Accounts Receivable

• 1. Process move in’s, move outs and status change in resident management system accurately and timely.
• 2. Receives, reconciles, and processes all revenue checks, deposit slips and reports daily as needed
• 3. Assists Community Administrator/Managers in answering resident billing issues. Ensures that Community Managers/Administrators make move in deposits and rent deposits in a timely manner and ensures that collection guidelines are followed. Completes resident billing/invoices by following company guidelines, while resolving any issues
• 4. Verifies accounts by reconciling statements and transactions
• 5. Maintains accounting ledgers by posting account transactions
• 6. Verifies and performs all monthly billings for each of the public pay agencies in a timely manner, while resolving any billing issues as needed.
• 7. Maintains financial historical records by filing accounting documents
• 8. Maintains financial security by following internal accounting controls

C. Payroll/Human Resources

• 1. Oversee the timely preparation and accurate production employee time and attendance for of payroll
• 2. Manages human resource information system for data accuracy and integrity
• 3. Work with Administrator on employee personnel related issues and strategizes to resolve conflicts
• 4. Assists with recruitment of employees for the community
• 5. Completes the employee onboarding, documentation and maintains employee personnel files per company policies
• 6. Minimize and resolve employee pay-related issues, including overpayments, late pay, deductions, and related pay adjustments

D. General

• 1. Ensures that all proprietary, financial and resident information is kept confidential.
• 2. Respect and maintain confidentiality of the office, its records and restricted information
• 3. Contributes to team effort by accomplishing related results as needed
• 4. Promotes the company’s mission and philosophy.
• 5. Maintains a positive and professional demeanor with all Employees, Residents, Visitors, and Families.
• 6. Strong attention to detail and organizational skills required
• 7. Adheres to all policies and procedures of the company
• 8. Performs other duties as assigned.

EMPLOYMENT REQUIREMENTS:

• 1. Ability to communicate and work with all levels of the company’s Employees effectively.
• 2. Ability to recognize and communicate problems appropriately.
• 3. Ability to relate to the public, Residents, families, Employees and other professionals appropriately.
• 4. Ability to maintain accurate records and provide information as requested and required.
• 5. Ability to communicate proficiently in English, verbally and in writing.
• 6. Ability to work flexible hours to meet requirements of the job and be on call.
• 7. Ability to lift up to 50 pounds, 30 pounds regularly.
• 8. Ability/Willingness to perform all position responsibilities adequately
• 9. Ability to effectively supervise and provide leadership
• 10. Ability to learn, utilize and apply basic management principles
• 11. Ability to perform tasks in a neat, through and timely manner
• 12. Position may require some travel to assist with training and coverage at other locations.

SKILLS AND ABILITIES:

• 1. High level of technical expertise and comfort with enterprise systems and data management. Must be comfortable working with IT professionals on complicated system interface issues.
• 2. Possess the ability to make independent decisions when circumstances warrant such action
• 3. Possess the ability to seek out new methods and principals and be willing to incorporate them into existing practices.
• 4. Ability to interpret a variety of instructions furnished in written, oral or schedule form.
• 5. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• 6. Ability to handle multiple projects

TECHNICAL COMPETENCIES AND INFORMATION SYSTEMS:

• 1. Advanced level proficiency with Microsoft Office Products, including Excel and Power Point
• 2. Proficient in Accounting, HRIS and Timekeeping Systems

EDUCATION:

An Associates Degree (A.A.) or equivalent from a two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience