Business Office Manager- HR/Payroll

Wayne, NJ
Administration
12-27-2018
The Bristal at Wayne NJ
Depends on Experience 
Full Time
Day Shift

Direct responsibility for the business office functions including but not limited to accounts receivable, accounts payable, resident billing including Medicaid. Supervision of the concierge/reception staff, ensuring coverage, management of performance and behavior are compliant with company expectations. Administer the life cycle of an employee from new hire to termination to include benefit support, payroll and data control. Have an overall knowledge of community policies and practices.

DUTIES AND RESPONSIBILITIES:

Concierge Functions:

  • Manage the reception and concierge staff, including hiring, disciplining, and terminating.
  • Create monthly schedules for the reception/concierge staff ensuring coverage on all shifts. Responsible to cover the shift in person if coverage cannot be obtained.
  • Evaluate, train, and perform annual evaluations for reception/concierge staff.
  • Ensure the reception/concierge staff is knowledgeable on all alarm systems.
  • Ensure reception/concierge staff respond to calls professionally and in accordance with The Bristal marketing requirements.

Human Resources Functions:

  • Thoroughly know the employee policies in the employee handbook and on the public drives.
  • Perform new hire orientation, to include all requisite paperwork.
  • Coordinate and explain health and welfare benefit programs. Maintain tickler for notification and enrollment of these programs.
  • Manage the Employee of the Month program
  • Create employee personnel files and ensure its location is confidential, locked and not available to anyone except those who are permitted to have access.
  • Generate employee workers’ compensation incident reports and forward to the appropriate agency. Follow up with staff member and insurance carrier to keep claim exposure to a minimum. Maintains OSHA logs.
  • Explain FMLA procedures to employees requiring leave.
  • Ensure federally mandated FMLA paperwork is completed by employee within requested timeframe and in entirety.
  • Follow up at the end of the FMLA leave to get a return to work date from the employee.
  • Submit disability paperwork to employees suffering from an off the job injury/illness.
  • Create payroll /benefits reports as requested by the Vice President of Human Resources.
  • Review and submit the annual EEO-1 report
  • Maintains community turnover reports.

Payroll Function:

  • Control the input of new employees and of new information (rate, department, location changes) entry into the ADP payroll system
  • Prepare, process and transmit the bi-weekly payroll, ensuring accuracy and timeliness. Oversee the distribution of the payroll checks.
  • Assist staff in understanding pay, deductions and changes.
  • Process garnishment deductions directed by legal jurisdictions.
  • Respond to authorized requests to agencies/legal entities for pay history of former and current employees.
  • Create reports in ADP Workforce Now

Resident functions:

  • Control the input of Resident information into the CompuCare System
  • Preparation and processing of Resident monthly billing statements including those billed through the NJ Medicaid Program.
  • Process Resident’s security deposits and related paperwork.
  • Prepare and input all accounts receivable required data into CompuCare.
  • Prepare daily bank deposits and deliver them to the bank when requested. Record deposits in CompuCare and apply payments.
  • Support the Executive Director in explaining the resident bills to residents and family members.
  • Process monthly rent increase letters and updates to system.
  • Process all changes in billing related to Resident care level changes, apartment suite changes, rental increases, discharges and rent security refunds including related paperwork and correspondence in CompuCare.
  • Understands what is needed for completion of all residency agreements.
  • Completes and keeps checklist for resident annual increases.
  • Follows policy and procedure for Resident private duty aides.
  • Thorough understanding of resident Emergency Response System (ERS).

Business Office functions:

  • Review, general ledger code and input all accounts payable information.
  • Review vendor statements and maintain account records.
  • Send weekly A/P packages by Monday each week to Corporate office.
  • Respond to vendor calls regarding payments.
  • Gather all necessary information for month-end closing procedures.
  • Supervise petty cash reconciliation to be approved by Executive Director.

General functions:

  • Attend and actively participate in the weekly Department Head Meetings
  • Support the community by attending special functions, i.e. holiday party, staff appreciation, etc.
  • Order and maintain inventory of office supplies and office machines.
  • Perform building tours as required in the absence of the CRD.

EXPERIENCE

  • 2-3 year’s experience in a Healthcare Office Environment
  • Staff supervision, preferred
  • 1 year experience with Payroll and/or Human Resources

QUALIFICATIONS:

  • Four year degree in related field; or two year degree plus equivalent directly related experience.
  • Must be flexible with time
  • Must be able to interact in a positive manner with a variety of people, employees as well as residents.
  • Must be knowledgeable in MS Windows, Outlook, Excel and Microsoft Word.
  • Must be accurate and detail oriented and have the ability to refocus attention as the day demands, understanding there will be many interruptions.
  • Must be confidential with employee and resident information
  • Knowledge of general office equipment.
  • Ability to work under pressure, meet deadlines, be exacting in performance
  • Work well in an environment with minimal supervision by creating own deadlines and work schedules
  • Communicate clearly in English and speak in front of a group