Executive-Office Manager

Hale Ho Aloha, Inc.; Honolulu (HI); On-site; USD 60,000 - 90,000; Full time

Job summary

Hale Ho Aloha, Inc. in Honolulu, HI seeks an Office Manager who will administer the business aspects of the facility, report to the Administrator, and advise on budgeting, reporting, and compliance.

You will supervise office staff and maintain accounting records, ensuring timely taxes and payables. The role covers payroll, accounts payable/receivable, profit sharing and benefits administration, and monthly statements and trial balance submissions to the parent company.

Qualifications

• Bachelor's degree in business administration or accounting preferred.
• Demonstrated supervisory experience of one year in a business setting; accounting knowledge essential.

Responsibilities

• Supervises and directs the Business Office staff and accounting functions.
• Maintains accounting records for the facility and ensures timely taxes and accounts payable.
• Prepares monthly financial statements, tax returns, and reports as needed.
• Manages payroll, payroll taxes, and benefit plan administration.
• Prepares monthly income statements and trial balance for submission to the parent company.
• Oversees profit-sharing and cafeteria plan accounts and related employee records.
• Maintains employee census data and interfaces with third-party admin for needed reports.

Skills

Supervisory experience

Accounting

Payroll

Budgeting

Regulatory compliance

Education

Bachelor's degree in business administration or accounting

Job description

Summary of Position:

The Office Manager reports directly to the Administrator and is responsible for administering the business aspects of the facility, advising the Administrator on issues related to budgeting, financing, systems of reporting and compliance. Responsibilities include supervision of the office staff, maintenance of all accounting records for the facility, timely payment of all taxes and accounts payable due.

Essential Duties:

Supervises and directs the work and activity of the Business Office staff, responsible for all accounting functions including accounts payable/receivable, collections, payroll and administration of all benefit plans.

• Prepares monthly financial statements and reports, tax returns and other reports and documents as necessary.

• Maintains accounts receivable at an acceptable level by working closely with payment intermediaries, collection agencies, accounts receivable clerk, and the Administrator. Makes proper entries to reflect interest income or dividends earned from financial institutions.

• Breaks down total salary and wages for each department per pay period. Records payroll taxes such as Social Security, Medicare, FUI and SUI for each pay period.

• Keeps track of the Money Market Account of which is transferred between the checking account. Classifies accounts receivable credit balance as Deferred Revenue account. Computes depreciation and book value for fixed asset accounts annually.

• Posts all transactions including cash received and nursing care income to proper accounts accordingly. Generates transaction summary as needed.

• Prepares the Monthly Income Statement and completed monthly Trial Balance for submission to parent company.

Manages the Profit-Sharing Accounts

• Records contribution of each quarter to either the Savings Account or Checking Account of Profit Sharing.

• Assists eligible employees in processing profit sharing or vested amount upon retirement or employee termination.

• Updates the employee Census Data Sheet and provides such information to the third-party administrator as needed.

Manages the Cafeteria Plan Accounts

• Prepares check payable to AFLAC according to payroll deduction on bi-weekly basis.

• Periodic review of the FSA account balances and generate reminders to employees for unused benefits within the plan year as needed.

Assumes responsibility as the administrator of the Company's benefits, compensation, and compliance programs:

• Maintains the company's insurance programs governing liability, Workers' Compensation, disability and health insurance, unemployment compensation, pensions, and other programs provided by the company. Monitors departments for compliance with company policies, regulatory requirements, and other legal obligations.

• Complies with federal and state employment and hiring regulations regarding wages, overtime, work hours, unemployment and workers' compensation and other benefit programs. Reviews status of existing company benefit programs to ensure proper administration of policies and procedures.

• Arranges for the preparation, maintenance, and update of all administrative policies and procedures, including current job descriptions and Employee Handbook. Conducts periodic reviews to ensure provisions are updated and in compliance with existing rules and regulations.

• Upon direction of the Administrator, establishes wage rates, wage adjustments, and salary/wage ranges for all job classifications. Arranges all pay adjustments and/or retroactive adjustments as necessary.

• Utilizes collection agencies and small claims court to collect accounts by evaluating and selecting collection agencies and determining appropriateness of pursuing legal remedies.

• Upholds the values of Hale Ho Aloha, insuring that the mission and vision of the company are understood and accomplished with consistency.

Marginal Duties:

• Monitors and ensures compliance with Federal and State regulatory agencies.

• Keeps informed of new developments in the health care field, accounting and federal and state reporting procedures and amendments to federal and state laws and regulations.

• Attend scheduled staff meetings, seminars and workshops for self-education and improvement.

• Maintains updated personnel files and ensures proper maintenance and security of all files.

• Assists in representing the company in matters involving federal and state inquiries or investigations.

• Performs other related duties as directed or required by the Administrator.

Requirements:

• Bachelor's degree from an accredited school or three (3) year's equivalent experience in business administration or accounting in a long-term care facility preferred.
• Demonstrated supervisory experience of one (1) year in a business setting. Experience in basic and intermediate accounting procedures and knowledge of basic and intermediate accounting principles essential. Exposure and knowledge of finance highly desirable. Requires some knowledge of group dynamics and to establish and maintain cooperative working relationship with others, using tact and diplomacy. Ability to communicate and relate well with all levels of employees.