Business Office Manager Assistant — Records & Funds

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, 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.