Business Office Manager/HR Coordinator: Silvergate Fallbrook presso AMERICARE HEALTH & RETIREMENT GROUP

Description

JOB SUMMARY

Organizes, administers, and supervises all Business Office and Human Resource functions in accordance with company policies and procedures. This positions also ensures compliance with Department of Social Services, Title 22 regulations that govern RCFE facilities, and abides by all State and Federal Labor Laws. This is a hands-on position that requires competent skills and knowledge to perform all bookkeeping functions with Accounts Payable, Accounts Receivable, Payroll, and Human Resources.

KEY DUTIES & RESPONSIBILITIES

Business Office Manager Duties:

• Works with Administrator to obtain answers for variances on the monthly financial report. 

• Collects data from other departments for updating Community Rent Roll. Ensures the Rent Roll is updated on a daily basis, and all information is accurately reported. 

• Prepares and reviews billing so residents and/or family members have the monthly invoices before the 1st of each month. 

• Ensures that collection of rent is performed in a timely manner.
• Handles all resident/family billing questions. 

• Ensures that annual rent increases are prepared and mailed in a timely manner. Residents are required to have 60 days’ notice for annual increases. Ensures that resident billing is updated accordingly.
• Maintains resident files.
• Oversees maintenance of vendor and sub­contractor files. 

• Maintains high resident and staff confidentiality. 

• Responsible for Petty Cash fund, including disbursement of funds, balancing the fund, and replenishing fund. 

• Responsible for reviewing Accounts Payable invoices and distributing them to the appropriate Department Head for approval and signature. 

• Maintain an Excel spreadsheet for all invoices processed to corporate. 

• Takes minutes at the monthly All Resident meeting, and distributes them to residents and department heads in a timely manner.
• Assist Department Managers with declining balance ledgers. 


HR Coordinator Duties:

• Maintains and keeps employee records and files up dated. 

• Places job vacancy notices and screens applicants for interviews with Department Heads. 

• Checks references on all potential employees before job offer is made. 

• Responsible for hiring, orienting and training of new employees. 

• Sets up orientation with new employees. Coordinate schedule to ensure each department head particiates in the orientation. 

• Maintains I­9 files in accordance with Labor Law requirements. 

• Schedule new hire physicals, TB testing, and Fingerprinting. 

• Completes new hire information and paperwork in accordance with State and Federal regulations. 

• Monitors time clock and assures it is in good working condition. 

• Monitors and reviews time card reports for accuracy, errors, mis­punches, etc. Ensures that Department Managers makes all corrections to hours before submitting to Payroll. 

• Prepares, processes, and reviews payroll to ensure employees are paid accurately and on time. 

• Maintains all required postings for State, Federal, and OSHA regulations. 

• Ensures that policies and procedures are followed when terminating an employee. 

• Tracks Performance Reviews, and ensures that employees are given their reviews by Department Managers on their anniversary date, trying to eliminate retroactive pay at all cost. 

• Keeps Corporate office up to date with all workers’ compensation claims. 

• Responsible for enrolling employees in company benefits in a timely manner and according to policy. 

• Assist Administrator with Employee Customer Service Awards. 

• Facilitates team building and positive employee relations. 

• Plan and assist Administrator with Quarterly Employee meetings. 

• Prepares paperwork for leaves of absences in accordance with Family Medical Leave Act. 

• Processes vacation request and ensures accurate submission to payroll service for vacation pay.

Qualifications

QUALIFICATIONS

• Minimum 2 year Associates Degree in Accounting Practices and Human Resources related training or minimum of 3 years hands-on experience in managing all aspects of Business Office functions, including Human Resource functions and supervising other staff
• RCFE Certificate (to be obtained within 1^st year)
• Fluent in speaking, reading and writing English
• Proficient knowledge of computers and able to operate Microsoft Office software, including Excel and Word.
• Able to operate customized billing and Payroll processing software.
• Able to operate all basic office equipment.
• Excellent oral and written communication skills.
• Knowledge of State and Federal labor laws, to include Workman’s Compensation, Unemployment Insurance, OSHA regulations, and RCFE regulations.
• Must have excellent interpersonal skills and ability to work well with seniors.
• Ability to understand monthly financial reports.
• Must be a team player, and demonstrate strong leadership skills.
• Excellent time management and organizational skills
• Ability to prioritize and multitask
• Ability to respond effectively in an emergency or crisis situation

PHYSICAL REQUIREMENTS

This position requires the ability to bend, squat, stoop, climb, kneel, and stand on feet for extended periods of time, as well as the ability to lift and carry up to 25 pounds.

SPECIAL REQUIREMENTS

Job offer is contingent on the following:

• Must pass background check
• Must pass drug test, pre-employment physical and TB test