Business Office Manager Assistant

Centers Health Care; City of Schenectady (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Schenectady Center, part of Centers Health Care, seeks an experienced and detail-oriented Business Office Manager Assistant to join our team in Schenectady, NY. This role supports resident funds management, mail processing, admission documentation, and Medicaid-related paperwork to ensure accurate and timely records.

You will coordinate notary appointments, process NOMNCs and DOH-3559 notices, manage scanning and archiving, and assist with disenrollment under the supervision of the BOM.

Responsibilities

• Deliver resident funds box to Reception at 9:00 AM and retrieve at 3:00 PM.
• Reconcile resident funds daily to ensure transactions are recorded.
• Receive, sort, review, and distribute incoming mail daily.
• Prepare and process NOMNCs (8–12 per week).
• Create and organize folders for new admissions.
• Submit DOH-3559 notifications to county and maintain docs.
• Organize and archive discharged residents’ folders.
• Scan Medicaid budget letters and RFIs; save properly.
• Respond to walk-in inquiries at the business office window.
• Assist with Medicaid documents and post office runs.
• Coordinate notary appointments and ensure signatures.
• Process resident fund withdrawals/deposits; maintain accounts.
• Prepare quarterly resident account statements and mail on time.
• Aid in disenrollment documentation and follow-up.

Job description

Schenectady Center is seeking an experienced and detail-oriented Business Office Manager Assistant to join our team in Schenectady, NY.

Resident Funds Management

• 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.

Daily Mail Processing

• Receive, sort, review, and distribute incoming mail daily.

Discharge NOMNCs

• Prepare and process approximately 8–12 Notices of Medicare Non-Coverage (NOMNCs) per week.


• Ensure notices are completed, delivered, and documented within required timeframes.

New Admission Folders

• Create and organize folders for all new admissions.


• Ensure required admission paperwork is properly filed.

Discharge Notifications (DOH-3559)

• Prepare and submit required discharge notifications (DOH-3559) to the county.


• Maintain documentation of submissions.

Filing and Archiving

• Organize and archive discharged residents’ folders.


• Maintain accurate and accessible resident records.

Scanning and Document Management

• Scan and organize all Medicaid budget letters and Requests for Information (RFIs). before submitting them to the Business Office Manager (BOM) for review and further processing.


• Ensure documents are properly saved and maintained for future reference.

Business Office Window Assistance

• Respond to walk-in inquiries from residents, family members, and visitors.

Medicaid Documentation Assistance

• Assist BOM with completing and gathering required Medicaid documents.

Post Office Responsibilities

• Complete weekly post office runs to mail Medicaid applications, supporting documentation, and other correspondence.


• Obtain money orders as needed.

Notary Coordination

• Schedule and coordinate notary appointments for Medicaid applications and related documents.


• Follow up to ensure required signatures and notarizations are completed.

Resident Funds Management (RFM) Transactions

• Process resident fund withdrawals and deposits.


• Assist with opening and closing resident accounts.


• Print and process checks as needed.


• Maintain accurate records of all resident fund transactions and account activity.

Quarterly Resident Statements

• Prepare and distribute quarterly resident account statements to residents and/or their responsible parties.


• Review statements for accuracy and completeness before mailing.


• Ensure statements are mailed in a timely manner and maintain proper documentation of distribution.

Assist Business Office Manager with Disenrollment

• Support the BOM with the disenrollment process by assisting with required documentation, forms, and supporting paperwork.


• Follow up on outstanding information and ensure all necessary documents are completed and organized for the BOM’s review and processing.

About us:

Schenectady Center for Rehabilitation and Nursing is a 240-bed rehabilitation and skilled nursing facility located near the lively, reinvigorated downtown. With a long tradition of supporting the community—and being an active part of it—Schenectady Center is one of the newest in all of New York State with modern fixtures, contemporary features, and the latest amenities throughout. Our patient-centered therapy sessions are delivered by our caring, compassionate, expert team and will ensure that your program is tailored to your specific rehabilitation needs. Schenectady Center is a proud member of the Centers Health Care Consortium.

Equal Opportunity Employer –M/F/D/V