Job description

Job Summary:

The Business Office Manager manages the facility’s accounts payable, accounts receivable, payroll and banking functions. They produce monthly reports as assigned, dispenses monthly allowances to residents, and oversees the inventory of office supplies, chemicals and other products required by the facility.

Principal Responsibilities:

• Keep all accounts (banking, petty cash, etc.) reconciled on a monthly basis Must always be in town on the first and third of each month (unless that day should fall on a weekend or a holiday then it would be the preceding days) and always be available on all payroll days or they must have another person assigned to cover their position and the responsibilities of their position
• Recording all monies collected (rents, charges, etc.)
• Paying all invoices, bills, etc.
• Creating, monitoring and adjusting monthly and yearly budgets
• Generating rent rolls and payment schedules
• Creating, monitoring and adjusting payroll
• Ordering all building supplies
• Negotiating with vendors
• Preparing Cost certifications for HFS
• Preparing all necessary documents for Eden accountants
• Depositing money in the bank
• Delivering residents monthly HFS allowance and any other additional monies throughout the month to staff, residents or vendors
• Collection of rent and service of invoices to tenants
• Assist Executive Director in preparing any documentation needed for any state agencies

Collections

1. Always in town on 1st & 3rd

a. Collect Rents:

i. Soc. Sec.

1. Get copy of Soc. Sec. Statement

ii. Swipe LINK Card

iii. Verify Medicaid Receivables

iv. Collect Private Pay

v. Collect Cable

1. Submit to Maintenance Cable Lists

vi. Collect Internet

1. Submit to Maintenance Internet Lists

b. Submit to Move-in Coordinator “Delinquent Pay” lists

Deposits

2. Check off all deposits

3. Prepare Deposit Slips

4. Stamp all checks

5. Process deposits at Bank

Payroll

6. Monitor Swipe system

7. Process all new applicants

a. Photocopy I.D.

b. Give New applicant packet

i. W4

ii. Agreement to check background

iii. Uniform sizing

8. Payroll check run

a. Every other Monday

b. Review with E.D. by 2:00pm

c. Distribute Checks by 3:30pm

9. Taxes

a. Every month

i. Pay IL – 501 (IL 940) (Electronic)

ii. Pay Fed 8203 (Fed 940) (Elcetronic)

b. Every Quarter

i. Pay Il940 (Electronic)

ii. Pay Fed 940 (Electronic)

iii. FUTA

iv. IL FUTA

Filing

10. Done as needed

Dress Code:

Generally, business and business casual. Exceptions include occasional assignments that require durable “cleaning/work clothes” or special events requiring more formal attire. All apparel must be clean, wrinkle free, properly hemmed and in good repair: no holes, tears, stains or frayed edges. Exemplary personal hygiene.

Minimum Qualifications:

· Minimum associate’s degree with at least 5 years of experience in bookkeeping and business office management. Bachelor’s degree preferred.

· Familiarity with generally accepted accounting principles.

· Previous experience with contract payroll services and electronic transmission of payroll records

· Outstanding customer service skills with ability to work with individuals who have cognitive, physical and sensory disabilities.

· Ability to work with minimal supervision, take initiative and make independent decisions

· Attentive to detail with high level of competence in both paper and electronic record keeping, as well as verbal and written English communication skills

· Highest level of professionalism with the ability to maintain confidentiality

· Ability to communicate at all levels of organization and work well within a team environment in support of company objectives

· Available to work extended hours or variable workdays according to the demands of the position.

· Strong understanding of Excel and PCC

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
COVID testing and mandatory masks for employees and residents.

Education:

• Bachelor's (Preferred)

Experience:

• Business management: 3 years (Preferred)

Work Location: In person

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