Business Office Manager - Full-Time Day Shift
Company: Victory Housing, Inc.
Location: Potomac
Posted on: June 22, 2022
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Job Description:
Responsible for: Business Office Function Management, Accounts
Payable and Receivable, Employee Benefit, File and Onboarding
Processing, Concierge Service and Telephone Answering, Customer
Service and Front Desk Activity* Ensure that the attainment of
Victory Housing, Inc. Mission Statement takes precedence over all
decisions and actions.* Implement Victory Housing, Inc. policies
and procedures effectively, consistently and in a timely manner.*
Strict adherence to personal health information both electronically
and written.* Manage reception area and office. Includes handling
incoming calls, greeting guests, taking and distributing messages.*
Responsible for keeping the front office(s) organized and clutter
free. Medications are prohibited from being on desks or in bags in
any front office. All medications are to be delivered to and stored
in the wellness center for filing by the Health, Wellness and
Delegating RN. All community and resident supplies and deliveries
are to be put away with 2 hours of receipt.* Responsible for
thinning all charts and files as instructed by Executive Director.*
Initiate and maintain frontline (Non-Managers) Employee Files in
accordance with State and Federal standards and guidelines as well
as adhere and comply with Department of Health and Mental Hygiene
(COMAR 10.07.14) standards and regulations.* Review Employee
Benefits Plan with new employees, full and part-time; coordinate
the enrollment of eligible employees in health plans, 403B, LTD and
send to Accounting Services/Payroll at VHI Corporate Office.
Paperwork work is due to VHI on the first day of new hire
employment.* Complete new employee paperwork; complete Job Action
Form for Executive Director Execution; forward to Accounting
Services/Payroll at VHI Corporate Office.* Responsible for the
coordination of on-going employee training to include but not
limited to CPR, First Aid, CMT certification both internal and
external, ServSafe certification, employee orientation initial and
ongoing training, special workshops, etc. Responsible for the
development and tracking of employee certification and training
expiration dates and reporting status to the executive director.
Coordinate directly with VHI Clinical Director as required.*
Coordinate Workers' Compensation and Unemployment issues;
coordinate with Human Resources and Senior Vice President of
Operations, AL; track employees on leave due to medical/injury
disability. Forward Incident Reports (Resident/Employee) to VHI
Corporate Office.* Petty cash reconciliation and funding request
processing for Executive Director Signature. Reconcile residents'
safe accounts. Prepare quarterly report.* Prepare invoices and
check requests for Executive Director Approval. Include receipt
date - stamp, verification of receipt of products and proper coding
per budget.* Collect Monthly Rent Checks and update the Rent
Collection Report. Scan/Email to Accounting Services at VHI
Corporate Office by close of business on the day received. Include
a copy of check. Follow same process for deposit checks and
security deposits.* Coordinate job postings online as requested.*
Order Resident Pendants as needed. Track battery replacement and
verify that equipment is in working condition.* Oversee and keep
the following updated and complete: Master Forms Book, Policy and
Procedure Manuals, Emergency Disaster Plan and all required lists
and reports.* Give tours when Executive Director/Assistant Director
are not available.* Resident admissions: Prepare Admissions
paperwork, Order welcome flowers, Prepare suite key (if applicable)
welcome sign for door and order name plate.* On call Status: Every
4th to 5th week (depending on the Community) the Executive
Director, Assistant Director, Business Office Manager, Health,
Wellness, Delegating RN/LPN and Activities Coordinator will rotate
each Monday being on-call to handle any emergency.* Responsible for
office systems equipment and supplies, including contact with
vendors.* Order interior signage for Resident room name plates.*
Order employee name badges and coordinate business cards,
stationary inventory.* Coordinate all paper flow, invoices, billing
procedures with VHI Corporate Office to ensure timeliness and
accuracy; maintain declining balance sheets & assist with monthly
Financial Analysis as requested.* Review, assist (as requested) and
document Safety Policies & Procedures (Fire drill, weather
emergencies, etc.) with Residents and Employees.* Responsible for
Concierge Services to include but not limited to:* Transportation
coordination;* Special Event Coordination with Families and
Residents;* Ordering Resident Supplies;* Dry Cleaning;* Pet Service
Coordination;* Medical Appointments to include podiatrist, dentist,
PT/OT/Speech, home health etc.;* Beauty Parlor;* Shopping; and*
Excursions...* Place flower orders. Coordinate delivery for
resident move-ins, birthdays, hospitalizations etc. as well as
staff occasions.Requirements:* Must be fully COVID-19 vaccinated
with verified third party vaccination card or medical record
Keywords: Victory Housing, Inc., Potomac , Business Office Manager - Full-Time Day Shift, Executive , Potomac, Maryland
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