Business Office Director

Position Title:

Business Office Director

Department:

Administration

FLSA:

Non-Exempt

Supervisor:

Executive Director

Supervises:

Concierge /Receptionist staff

SUMMARY: This position is responsible for coordinating and managing financial operations for the Community. Responsibilities include but are not limited to: ensuring the proper implementation of sound internal controls; interfacing with the Executive Director and the Department Managers to effectively manage the budget and help identify financial areas which may need attention; identify and implement procedures which will enhance the fiscal operations of the Community; generation and maintenance of accurate financial statements and accounting records.

DUTIES AND RESPONSIBILITIES:

• Prepares Residency Agreements for new residents and reviews contracts with them to obtain signatures.
• Coordinates move-in process with other departments to ensure proper paperwork is obtained for move-in contract.
• Oversees preparation and maintenance of resident files, records and reports following all Federal, State and local regulations.
• Prepares and monitors all monthly resident billing and collection processes utilizing established policies, procedures and tracking systems.
• Manages all aspects of accounts receivable and oversees cash controls including the depositing and posting of checks receipts.
• Interfaces with residents on billing/collection issues.
• Monitors and oversees the processing of accounts payable.
• Ensures appropriate GL code assignments of departmental expenses and supporting documentation is executed and maintained.
• Ensures the payment of insurance, real estate taxes and related reporting requirements.
• Prepares and enters journal entries and maintains appropriate sub schedules for Balance Sheet accounts.
• Prepares Management reports, include but not limited to monthly discount credits, level of are reports, annual rate increases etc.
• Maintains resident, vendor and financial accounting files.
• Participates in quality assurance meetings and any other meetings as assigned.
• Supervises the reception and concierge staff.
• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:

• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring, and training reception staff; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

• Associate degree (AA) or equivalent from a two-year college or technical school, or six months to one-year related experience and/or training, or equivalent combination of education and experience.
• Certificates, licenses and registrations required: n/a
• Computer skills required: (Accounting Software (Sage Intact) Database Software (Eldermark); Internet Software; Spreadsheet Software (Excel); Contract Management Systems; Inventory Software; Order Processing Systems; Project Management Software; Word Processing Software (Word); Electronic Mail Software (Outlook); Presentation software (PowerPoint); and Publisher software.
• Ability to communicate effectively in writing and verbally in the primary language of the residents.
• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents; ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Ability to effectively present information to top management, public groups, and/or boards of directors.
• Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid; ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to use Microsoft Windows, including Word and Excel. Ability to use email and the Internet. Ability to use accounting and payroll software.
• Must demonstrate an interest in working with a senior population.
• Interacts with guests, residents and staff in a courteous and friendly manner.
• Responds promptly to resident needs.
• Supports organization's goals and values.
• Balances team and individual responsibilities.
• Manages people effectively by taking responsibility for subordinates' activities; makes self-available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth; improves processes, products and services.
• Provides leadership by exhibiting confidence in self and others; inspires and motivates others to perform well.
• Must be detail oriented and complete tasks accurately.

COMPETENCIES:

• Proven experience as an Office manager, Front office manager or Administrative assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand.
• Occasionally required to walk.
• Frequently required to sit.
• Frequently required to utilize hand and finger dexterity.
• Continually required to talk or hear..
• The employee must occasionally lift and/or move up to 25 pounds.

• Works primarily indoors in a climate-controlled setting.

• Possible high stress levels in relation to working under deadlines and within budget constraints.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Limerick, PA 19468: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative experience: 2 years (Preferred)

Work Location: One location

• Health insurance