Business Office Manager

Description

To interface communications with staff, residents and visitors and to provide basic administrative support.  Manage the functions of the office and to perform basic bookkeeper accounting skills.

ACCOUNTABILITY:      Administrator

DUTIES AND RESPONSIBILITIES:

1.     Answer the telephone courteously and communicate messages.
2.     Provide assistance to residents, visitors and staff.
3.     Maintain supplies and keep the office organized.
4.     Perform basic tasks to include:
     -  Sorting and routing mail
     -  Filing
     -  Preparing correspondence
     -  Running errands
     -  Performing basic bookkeeping and accounting duties, which may include accounts receivable, accounts payable and payroll
5.     Provide administrative support in the form of:
     -  Monitoring the schedule for the appropriate number of staff on duty
     -  Computer data entry
     -  Recording minutes from meetings
     -  Preparing Special Reports
6.     Maintain resident census.
7.     Maintain resident fund
8.     Payroll responsibilities, as assigned.
9.     Understand and promote resident rights.
10.   Present a professional appearance and attitude.
11.   Promote positive relationships with residents, visitors and government regulators.
12.   Understand and follow fire safety, sanitation, infection control, Blood-borne Pathogen and Hazard Communication programs, and promptly report any violations to the Administrator.
13.   Attend and provide in-service training as indicated.
14.   Prevent abuse, neglect and exploitation in the elderly.
15.   Promote a safe, clean environment in which the resident may live.
16.   Any other duties and responsibilities as requested by the Administrator.
17.   Become a participating facility team member with the residents as first priority.
18.   Attend facility meetings.
19. Accept Applications in accordance with facility established protocol.
20. Complete reference checks and preliminary screening interviews.
21. Obtain references, criminal background checks and, if licensed or certified, ensure these are current and the person is in good standing.
22. Schedule and interview with the department head, if desired.
23. Complete the employee folder prior to beginning work to include

- Application

- Tax Information

- Picture I.D. (Driver's License)

- Social Security Card

- Resident Rights

- Facility Policies

- Abuse Policy

- Individual Department Policies

25. Begin an Occupational Safety and Health Administration (O.S.H.A.) file on each employee to contain all medical information to include:

- History and Physical

- Tuberculosis (T.B.) Skin Test Results

26. Provide or assist with new employee orientation.

27. Maintain employee folders in a current status. 

28. Continue to provide in-service training to employees throughout the year, keeping them informed of changes in state and federal regulations, as well as changes in facility protocol. 

29. Understand and follow fire, safety, sanitation, Blood-borne pathogens and Hazard Communication programs, and be able to instruct the staff accordingly.

Requirements

PHYSICAL REQUIREMENTS:

• Hold/handle
• Lift
• Carry
• Reach - at and below shoulder height
• Push/pull
• Grasp and handle - pens, paperwork and small equipment
• Sit, stand and walk
• Twist, bend, stoop, kneel and squat
• Fine hand motor coordination
• Ability to read and write legibly
• Ability to give and follow instructions

COGNITIVE AND SENSORY REQUIREMENTS:

Talking:          Communicating with residents, families, visitors and staff

Hearing:         To communicate on the phone effectively
                     Taking instructions from the Administrator
                     To respond to resident complains and requests
                     To respond appropriately to disaster instructions and pages

Sight:             For performing job effectively and correctly

Smell:            For accurate detection and maintenance of facility odors

LICENSE REQUIREMENTS:

None

SUMMARY OF OCCUPATIONAL EXPOSURE:

Tasks and procedures performed by the employee involve risks classified by C.D.C. as Category III.  (No contact with blood or other bodily fluids to which universal precautions apply, if regular duties are performed.)

OTHER CONSIDERATIONS AND REQUIREMENTS:

Must be able to tolerate a high pace as typical for a nursing facility.  Must be able to take and give instructions well and enjoy working with the elderly.  Although employee is required to sit for prolonged periods of time, he/she must also be able to tolerate prolonged standing and walking.