Business Office Manager

Description

BUSINESS OFFICE MANAGER  

DEPARTMENT: Administration 

FLSA Status: Exempt  

SUPERVISOR: Executive Director

AREA OF SUPERVISION: Receptionist and office assistant when positions exist.  

DUTIES AND RESPONSIBILITIES   

Supervise office assistant and/or receptionist; meet public and staff; act as administrative assistant if position does not exist; organize, prioritize, and assign work; assure accuracy of all financial reports and records; order supplies as needed and handle maintenance needs on equipment such as copy machines, adding machines/calculators, printers, and computers.    

The person holding this position is delegated the responsibility for carrying out the assigned duties and responsibilities in accordance with current prevailing federal and state regulations and established company policies and procedures.   

ACCOUNTS RECEIVABLE FUNCTION  

•     Review admissions for accuracy of payer information.  
•     Maintain daily census information for each resident of the facility (see Census Function).  
•     Prepare and bill the responsible party, monthly in accordance with the established due dates on the monthly calendar and as provided by month-end close procedures.  
•     Timely and thorough follow-up of all receivables billed out of the facility for payment status.    
•     Proper and timely recording of collection notes on all delinquent accounts.  
•     Timely reporting of all delinquent accounts to the Administrator.  
•     Referral of delinquent accounts to approved collection agency/legal attorney after all collection efforts have been exhausted.  
•     Timely posting of all payments to resident ledgers (see Cash Receipts Function).  
•     Continuous monitoring of resident ledger accounts for accuracy.    

ACCOUNTS PAYABLE FUNCTION  

•     Monitor opening of mail to ensure invoices get to proper department heads for coding.  
•     General ledger coding of all administrative invoices received.  
•     Verification that all valid invoices are entered into the accounts payable system in a timely manner and in the proper periods.  
•     Review and check all accounts payable work and make necessary corrections/adjustments as needed. 
•     Ensure all invoices have been properly authorized for payment by the Administrator.  
•     Ensuring that all necessary documentation is received and forwarded to A/P for all new vendors, as well as editing current vendor information as needed.  
•     Obtain W-9 information from all service providers as required by law.  
•     Communicate with suppliers/vendors concerning questions about invoices, payment dates, etc.    

PAYROLL FUNCTION  

•    Timely transmission of all new hire information to the home office to ensure new employees are entered into the time clock as quickly as possible.  
•     Proper reporting of all new employees to appropriate state/federal agencies as required by law.  
•     Daily monitoring of time clock for missing punches, short lunches, missing lunches, etc.  
•     Responsible for reporting habitual time clock discrepancies to appropriate department heads/supervisors and administrator.  
•     Setup and maintenance of employee files.  
•     Processing of payroll information for each payroll period to include total hours, bonuses, PTO, deductions, garnishments, etc.  
•     Distribute paychecks to employees in accordance with established company procedures.  
•     Timely reporting to home office of all pay changes, deduction changes, terminations, etc.  
•     Appropriate and timely filing of reports to state/federal agencies as required by law.  
•     Ensure proper filing and secure storage of all employee/payroll related information.    

CASH FUNCTION  

•     Monitor opening of mail to ensure all payments received are accounted for.  
•     Check payment processing software for electronic payments received.  
•     Deposit all funds received and send check register to home office daily.  
•     Post all payments received daily to appropriate accounts/residents.  
•     Monitor cash calls received from home office to ensure check registers agree and all service/bank charges are properly recorded on local accounts.  
•     Reconcile and replenish all petty cash accounts at least once a month, more often if necessary.  
•     Reconcile facility bank accounts as directed to include employee fund and resident council.    

CENSUS FUNCTION  

•     Reconcile census daily to ensure the manual and finan