Business Office Director

Primary Purpose:

This position is responsible for supporting business office functions including: financial management, secretarial support, renting apartments, and providing support to clients of the Company while upholding the standards and values of the Mission of the Company. Provides clerical and administrative support to the department heads and executive director/administrator; organizes and maintains resident and staff files; tracks resident charges and performs billing function; performs payroll-related functions and assists with benefits administration; maintains a professional business office to facilitate smooth facility operation and solves office work-flow problems. Other relevant duties as may be assigned by management.

Qualifications:

• High School diploma and Business Degree preferred, plus specialized training of more than two years required.
• State issued Driver’s license, if driving is required.
• Prior office experience; capable of operating computer, copier, postage meter, fax machine, intercom and telephone system.
• Experience with computer operating system used by the facility; skill in word processing, spreadsheets and e- mail preferred.
• Prefer experience with interviewing, training, supervising and evaluating office staff.

Other Specialized Knowledge and Abilities:

• Proficiency in Windows and Microsoft Office including Word and Excel, and accounting software.
• Ability to solve technical issues (computers, iPods, etc.) with the assistance of an IT advisor.
• Tech Savvy and able to utilize most computer software.
• Ability to work under pressure and meet tight deadlines.
• Ability to communicate clearly, accurately, effectively, and patiently, including a courteous and helpful attitude with a keen appreciation of the public relations aspects of this position.
• Ability to successfully self-manage time and work priorities and provide timely, accurate reporting to the appropriate people.
• Must possess strong organization and multi-tasking capabilities.
• Exhibits positive customer service that includes respectfulness, friendliness and willingness to assist others to solve minor problems. Well-groomed appearance.
• Must be flexible and able to work within a diverse team.
• Must be able to assess and understand the needs of seniors.

Essential Job Functions & Tasks:

Job Function: Management of Information

Tasks:

• Maintains/protects resident and staff confidentiality. Recognizes/respects residents’ rights.
• Maintains current resident files and closed resident files according to facility policy and regulatory requirements. Maintains other facility files as required, including vendors, transfer agreements, maintenance agreement, certificates of insurance, etc.
• Orients residents to billing process. Prepares and distributes residents’ monthly statements.
• Receives, distributes, and processes all facility accounts payable invoices.
• Maintains accurate facility petty cash account. Deposits designated revenues in the bank and maintains accurate records according to facility policy.

Job Function: Payroll/Human Resources

Tasks:

• Prepare Maintains accurate, up-to-date staff personnel records according to facility policy and regulatory guidelines.
• Maintains accurate data in the payroll/human resources system.
• Maintains staff schedules in order to generate accurate payroll records. Processes facility payroll according to facility deadlines and policy.
• Assist in coordinating employee benefits, payroll, updates and changes.

Job Function: Census Information

Tasks:

• Maintains accurate daily census, including resident units and number of residents in and out of the facility. Records admissions/discharges according to facility procedures.
• Provides census information to designated vendors/providers for billing purposes.

Job Function: Communications

Tasks:

· Maintains open effective communication with all staff, residents, families, and general public. Greets visitors, prospective staff and residents courteously, directs them and answers routine questions.

· Answers incoming phone calls courteously, directs calls, answers basic questions, and takes accurate messages.

Job Function: Provide financial management support.

Tasks:

• Prepare rental account statements.
• Collect rents.
• Prepare bank deposits.
• Maintain current rental records.
• Record rents and other receivables on the accounting software.
• Coordinate the accounts payable.
• Assist in the Operating and Capital Budget preparation.
• Maintain the Petty Cash Fund.

Job Function: Provide office support.

Tasks:

• Type, as required, tenant summaries, correspondence, contracts, memos and reports.
• Establish proper formatting techniques and grammar when typing documents.
• Assist with program or meeting arrangements for special functions.
• Maintain Resident files, unit files, and appropriate documents as required by management both monthly and yearly.
• Keep Executive Director informed and advised of needs and problems.
• Copy and fax materials as needed.
• Prepares, distributes, and files correspondences and other documents. Provides administrative and secretarial support to the management team as needed.
• Promptly reports fire/safety hazards and maintenance needs. Takes appropriate safety precautions to minimize risk of injury to residents, staff and others.
• Orders and maintains adequate office supplies inventory.
• Receives incoming mail and package deliveries, and distributes as necessary. Maintains the office postage meter.
• Participates in the interview process and supervises, trains, coaches, and evaluates other office personnel. Participates in the welcoming and orientation process for all staff.
• Attends staff meetings and designated continuing education sessions/in-services.

Job Function: Share responsibilities in all aspects of renting apartments.

Tasks:

• Establish and maintain good working relationships with the surrounding community, social service and county agencies.
• Give occasional tours and information to perspective tenants.
• Accept and process reservations and security deposits.
• Enter new tenants in all building and accounting systems.
• Remove former tenant(s) from all building and accounting systems.

Job Function: Provide Tenant services support.

Tasks:

• Make recommendations for financial, social, and personal needs of the tenants.
• Be receptive to tenants’ questions, comments, complaints, and service requests taking prompt corrective action.
• Take appropriate action in case of emergency.
• Other duties as assigned.

POSITION CONTACTS:

• This position reports to and is supervised by the Executive Director.
• Develop good working relationship with entire on-site staff.
• Support the Mission of the Company and establish good working relationships with Executive staff.

• Establish positive relationships with clients.
• Establish positive relationships with guests, vendors, and surrounding community.
• Actively participate in professional associations related to this job.

Job Type: Full-time

Experience:

• Assisted Living or LTC: 1 year (Preferred)
• Billing: 1 year (Preferred)
• office assistant: 1 year (Preferred)
• Payroll: 1 year (Preferred)

Education:

• Bachelor’s (Preferred)

Location:

• Tallahassee, FL (Required)

Work authorization:

• United States (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off