Business Office Assistant

The Business Office Assistant plays a crucial role in supporting the day-to-day accounting functions of the long-term care facility. This position ensures compliance with current standards, guidelines, and regulations. The assistant will handle various administrative tasks, including billing, documentation, and communication with insurance providers.

• Receive, distribute and record Resident Trust Fund cash funds generating financial receipts. Reconcile all transactions on a daily and monthly basis, record and file in appropriate locations the documentation of completion. Send quarterly statements within the 30 days of end of quarter per CMS guidelines.
• Monitor trust account balances so as to spend down and prevent resources from exceeding maximum limits, and prevent in-house purchases for goods or services when funds are not available.  
• Perform online purchasing for residents as needed and distribute goods to units, or place work order for installations of larger equipment (Air conditioners, recliners, etc).
• Prepare and submit Representative Payee applications for Social Security Benefit Income, including the Physician Statement for appropriate residents.
• Submit Administrator Petitions to Probate Court for resolution of resident accounts.
• Prepare daily deposits, including breakdown sheet for submission to County Finance department.
• Retrieve remittance advices
  • Check MyAbility for Medicare remittance advices
  • Check MMIS for Medicaid remittance advices
  • Check Availity for Insurance remittance advices
  • Provide all documentation to the manager for posting in a timely manner.
• Perform weekly Account Payable transactions, provide all required documentation to the County Finance Office, Monthly Accounts payable reporting, including scanning and filing pertinent documentation.
  • Research of all invoices for accuracy and dispute resolution.
• Prepare weekly check and monthly cash deposits as needed.
• Provide customer service to residents, family, guardians or power of attorneys, and peers, to resolve issues and educate regarding financial matters.
• Responsible for maintaining petty cash for resident trust and facility accounts.
• Cross train on Business Office procedures and perform as the back-up, ensuring time sensitive accounts receivable processes continue and daily requirements are met when the Business Office Associate is unavailable.
• Manage postage meter, including supplies, uploading funds, and quarterly reporting.
• File and manage contracts/agreements.
• Perform all filing activities as directed by Administrator and Director.
• Perform all other duties as assigned.

A candidate for this position should have a high school diploma or equivalent, and have successfully completed courses in basic bookkeeping, computer skills and office practices. The incumbent should possess one to two years of relevant work experience, or combination of training and progressively responsible work experience as would demonstrate possession of the required knowledge and abilities to perform work. An associate’s degree in business administration or a related field of study is preferred.

A candidate for this position should have knowledge of accounts maintenance practices and methods; knowledge of accepted office practices; working knowledge of business English and business math and to perform arithmetical computations with accuracy; the ability to prepare and/or maintain accounting records; the ability to read numerical data with accuracy; the ability to receive, understand and follow oral and written instructions; the ability to operate a variety of office machines, with accuracy, such as: computer typewriter, calculator; the ability to communicate with others professionally, both orally and in writing; the ability to establish and maintain harmonious relationships with others, such as the general public, co-workers, volunteers and other department personnel. Attention to detail required.