Business Office Manager - Full-Time Day Shift

Company: Victory Housing, Inc.
Location: Potomac
Posted on: June 22, 2022

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