Business Office Assistant

The Business Office Assistant is responsible for assisting with the community’s accounting functions, human resource functions and providing general clerical support as directed by the Business Office Director. Reports to: Business Office Director.

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBLITIES

The essential duties and responsibilities described below are representative of those an employee encounters while performing the basic functions of the position. While every effort has been made to identify the essential functions of the position, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

1. Assist in implementing the day-to-day functions of the business office.

2. Assist in the maintenance of the YARDI accounting system that reflects the operating cost of the community.

3. At the direction of the Business Office Director, process and verify payment of invoices on a timely basis.

4. At the direction of the Business Office Director, code invoices with appropriate chart of accounts number to assure that expenses are distributed to the correct expense account.

5. At the direction of the Business Office Director, send checks and maintain a file of paid invoices.

6. At the direction of the Business Office Director, record payments received and post payments to appropriate cash receipts journal or resident account.

7. At the direction of the Business Office Director, process and post daily charge slips to resident accounts.

8. At the direction of the Business Office Director, monitor and collect accounts receivable. Report delinquent accounts to the Business Office Director and Administrator.

9. At the Direction of the Business Office Director, prepare and mail rent invoices.

10. Prepare concierge work schedule, as directed by Business Office Director. Work as a concierge, as needed.

11. Answer telephones, record and channel information, direct calls to appropriate individual or department, relay messages in a timely, clear, polite concise and professional manner.

12. Display knowledge of the services and programs and other pertinent information regarding the property.

13. Maintain inventory of office supplies for the community. Responsible for ordering supplies when needed, under the direction of the Business Office Director.

14. Per State of California regulations, as a “mandated reporter” you must report all known or suspected incidents of abuse of residents, dependent adults or elders.

15. Provide support to the community’s marketing efforts through positive/friendly interactions during all property tours and telephone contact with the public, and as directed by a supervisor.

16. Communicate any observed or suspected resident change of condition to a supervisor immediately.

17. Maintain a safe and secure environment for all staff, residents and guests, following established safety standards.

18. Encourage teamwork through cooperative interactions with co-workers and other departments.

19. Support a positive and professional image through actions and dress. Performs other duties consistent with the position as assigned by the Business Office Director or Administrator.

MINIMUM QUALIFICATIONS

Minimum Age Requirement: Must be at least 18 years of age.

Education: High school education is required.

Experience: Minimum of two years of experience in a related position, preferably in long term care industry, is desired. YARDI experience is desired.

Mathematical Skills: Ability to add, subtract and multiply.

Reasoning Skills: Understand issues and be able to process information for the purpose of giving and receiving feedback.

Oral/Written Communication Skills: Excellent communication skills, including active listening. Ability to speak, write and read English.

Equipment Used: Be proficient in basic office equipment (including a desktop computer) for the purpose of accomplishing and maintaining a high level of job performance. Proficient in Office software.

Physical Effort: Be mobile and able to perform physical requirements of the job. Good physical health verified by a health screening, including a chest x-ray or an intradermal test result not more than 6 months prior.

Personal Characteristics: Displays sincere compassion towards older adults. Demonstrates genuine concern for the physical and emotional needs of older people and their families.

Working Conditions: Well-lighted, safe lobby area with comfortable ventilation and temperatures.

Other: (As required by Title 22) Employee must pass a criminal record clearance prior to beginning work in the community.