Viva Senior Living · 1 month ago
Business Office Manager
Harrisburg, PA
Full-time
Hybrid
Mid LevelViva Senior Living is a company focused on providing quality care to its residents. They are seeking a Business Office Manager to supervise office operations, manage accounts receivable and payable, and ensure compliance with financial regulations and company policies.
Hospital & Health Care
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
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
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
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
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
Reconcile census daily to ensure the manual and financial census’ agree
Continuous monitoring of changes that would affect census
Ensure that all room changes, transfers, discharges, and leaves of absence are properly recorded and completed in a timely manner
Consistent and effective communication with clinical staff to ensure accuracy of billing
Report all census discrepancies immediately supervisor
Participate in all departmental meetings
Greet all visitors to the facility in a courteous and professional manner
Communicate effectively and productively with co-workers and staff
Supervise work assigned to office assistant and/or receptionist if positions exist
Answer telephone calls in a timely manner and direct calls to appropriate staff/departments
Return phone messages in a timely manner
Be informed about current employment laws, rules and regulations
Perform related duties as assigned or as the situation dictates
Qualification
Required
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
Review admissions for accuracy of payer information
Maintain daily census information for each resident of the facility
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
Continuous monitoring of resident ledger accounts for accuracy
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
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
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
Reconcile census daily to ensure the manual and financial census' agree
Continuous monitoring of changes that would affect census
Ensure that all room changes, transfers, discharges, and leaves of absence are properly recorded and completed in a timely manner
Consistent and effective communication with clinical staff to ensure accuracy of billing
Report all census discrepancies immediately supervisor
Participate in all departmental meetings
Greet all visitors to the facility in a courteous and professional manner
Communicate effectively and productively with co-workers and staff
Supervise work assigned to office assistant and/or receptionist if positions exist
Answer telephone calls in a timely manner and direct calls to appropriate staff/departments
Return phone messages in a timely manner
Be informed about current employment laws, rules and regulations
Perform related duties as assigned or as the situation dictates
Residents always come first, and their needs will be met unless there is a conflict with the needs of others or the organization
Residents, resident families, co-workers, and visitors will be treated with respect, dignity, and kindness
Support the mission, vision and values of the facility
Employee behavior will consistently be in a manner that demonstrates both the employee's and the company's commitment to an ethical, honest, and above-board approach in all dealings with employees, customers, suppliers, and the community
Report to work on time and for scheduled shifts as attendance is required to perform the duties and responsibilities of this position
Company
Viva Senior Living
Find the extraordinary in the everyday.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase