Business Office Assistant

Tasks assigned to this position may involve potential and/or direct exposure to blood, body fluids, infectious diseases, air contaminants, and hazardous chemicals.

Purpose of Your Job Position

The primary purpose of your job position is to assist the business office manager in completing specific business office duties.

Delegation of Authority

As the Business Office Assistant, you are delegated the administrative authority, responsibility and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform.

Major Duties and Responsibilities

1. Greet visitor at the front desk, answering questions and directing them to the appropriate staff members or residents, maintain visitor log.

2. Answering the telephone, screening calls and forwarding them to the appropriate resident or staff and taking messages.

3. Check and verify that census information is correct and ready is for distribution and the morning meeting.

4. Handle and distribute faxes that come in through the facility’s public fax.

5. Sort and distribute mail.

6. Order office supplies, business cards and name badges as required.

7. Distribute facility petty cash and maintain distribution records of cash disbursements, prepare reconciliation request..

8. Assist with resident trust needs as requested.

9. Review admission packets to ensure documents are complete.

10. Payroll functions as outlined: Verify nursing assignment sheet with payroll records daily, prepare daily PPD calculations and daily hour report for the administrator, close payroll, prepare payroll summary report, add new employees to the time clock, verify vacation and sick leave requests, prepare payroll checks for distribution.

11. Maintain employee and department head telephone emergency call list.

12. Maintain employee evaluation list.

13. Respond to employee HR questions, insurance questions and other related issues.

14. Accounts payable functions as outlined: coping invoices, coding invoices, preparing A/P transmittal before sending them to the home office and arrange pick-up by FedEx.

15. Assist in monitoring residents during the smoking periods outside in front of the building.

16. Develop and maintain a good working rapport with management, outside consultants and inter-department personnel, as well as other departments within the facility. Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of services.

17. Assist in maintaining a good public relations program that serves the best interest of the facility and community alike by creating and maintaining an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

18. Other related duties and responsibilities that may become necessary or as directed by the Business Office Manager.

Resident’s Rights Functions

1. Maintain confidentiality of all Resident information.

2. Assure that the Residents’ rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.

Staff Development

1. Attend and participate in in-service educational classes and on-the-job training programs as directed.

2. Attend and participate in continuing educational programs designed to keep abreast of changes in his/her profession sometimes provided out of facility.

Working Conditions

1. Works in well-lighted/ventilated office areas, as well as throughout the facility and its premises.

2. Sits, stands, bends, lifts and moves intermittently during working hours.

3. Is subject to frequent interruptions.

4. Is involved with Residents’ family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.

5. Is subject to hostile and emotionally upset Residents, family members, personnel, visitors, etc.

6. Is subject to falls, burns from equipment, odors, etc. throughout the day.

7. May be exposed to infectious waste, diseases, conditions, etc., including exposure to the Aids and Hepatitis B viruses.

8. Communicates with the medical staff, nursing personnel and other department supervisors.

Educational Requirements

1. Must possess, as a minimum, a High School Diploma. Completion of two years of an accredited Business School is preferred.

Experience

1. Must have, as a minimum, two (2) years of experience in bookkeeping or accounting practices, preferably in a skilled nursing facility (SNF) setting.

Specific Requirements

1. Must be able to read, write and speak the English language.

2. Must possess the ability to make independent decisions when circumstances warrant such action.

3. Must possess the ability to deal tactfully with personnel, Residents, family members, visitors, government agencies/personnel and the general public.

4. Must be a minimum of 18 years of age and of good moral character.

5. Must possess the ability to work harmoniously with professional and non-professional personnel.

6. Must possess the ability to plan, organize, implement, and interpret the programs, goals, objectives, policies, and procedures that are necessary for providing sound accounting techniques.

Physical and Sensory Requirements

(with or without the aid of mechanical devices)

1. Must be able to move intermittently throughout the workday.

2. Must be able to cope with the mental and emotional stress of the position.

3. Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

4. Must function independently, have flexibility, personal integrity, and the ability to work effectively with other personnel.

5. Must be in good general health and demonstrate emotional stability.

6. Must be able to relate to and work with ill, disabled, elderly, emotionally upset, or at times hostile people within the facility.

7. May be required to lift and move business office equipment or supplies.

Reporting Relationship

The Administrator supervises the Business Office Manager.