Business Services Associate / Business Office Manager

Franciscan Villa Assisted Living Broken Arrow , OK 74012

Posted 2 months ago

We are hiring a Human Resources-Payroll Associate for a fast paced ever changing environment. We are seeking a highly motivated, organized, and accountable professional to join our team. Long Term Care experience is a plus but not required.

Great News! We now offer PayActiv financial wellness benefit to employees. Get on-demand access to your earned wages between paychecks.

Job Summary

Business Service Associate is responsible for the overall operations of the business office. Duties include Accounts Receivable, Accounts Payable, Payroll, and Office Administration and provide administrative support to Human Resources Director.

Office Administration Functions

  • Answers phones, order office supplies, correspondence, maintains copy machines, and related office equipment.

  • Opens, date stamps, and distributes mail.

  • Files all documents as required.

  • Maintains a good working relationship with residents, patients and their families, and facility personnel and support staff.

  • Attends in-service training classes, daily stand-up meetings, and other meetings as required

  • Provide supporting documents for audits.

Accounts Receivable Functions

  • Verifies, updates and reports census daily.

  • Verifies payer sources and prepares and maintains resident financial files.

  • Verifies payer tree is accurate at all times.

  • Accurately prepare and enter cash receipts per policy and procedures.

  • Confirm eligibility of all payer sources and related documents then upload all to Point Click Care.

  • Reviews financial obligations with resident and/or /responsible parties.

  • Researches and corrects all Private Pay and Resident Resources discrepancies in a timely manner.

  • Prepares and mails billing for Private Pay and Resident Resources timely and accurately.

  • Assists families with Medicaid qualifications, applications and approvals.

  • Complete Medicaid Pending log weekly on Friday by 2pm.

  • Review A/R aging report on an on-going basis according to collection policy

  • Performs collection efforts for all Private Pay and Resident Resources receivables timely and accurately and documents all efforts within the collections module.

Accounts Payable Functions

  • Maintains the Operating Petty Cash Account per policy.

  • Invoices are reviewed for accuracy, coded, alphabetized, checked for duplicates in Point Click Care, approved by administrator, and compared to monthly statements.

  • Invoice are entered as batch into Point Click Care or forward to accounting office depending on facility's procedures.

  • Handle vendor inquiries, Receive and handle all incoming calls from vendors.

  • Review expense reports to company travel policy.

  • Maintain 1099 data.

  • Maintain company vehicle and car allowance files.

Resident Trust Functions

  • Adhere to state and federal laws and policies and procedures.

  • Send quarterly Trust Statements.

Payroll Functions

  • Correct missed punches daily in timekeeping system.

  • Submit hours and payroll changes by 4pm 48 hours prior to pay day.

  • Ensure updates for newly hired and terminated staff are posted promptly.

  • Respond to employee inquiries regarding payroll.

  • Processes required enrollments and terminations documents through payroll and insurance providers to ensure accurate record keeping and proper deductions.

  • Act as liaison between employee and support staff.

  • Ensure monthly Quality of Care Report completed.

HR Administrative Support Functions

  • Performs recruitment activities including posting, tracking and updating open positions and candidate status using job boards and related software. Maintains records related to same.

  • Responsible for completing and maintaining all functions of OKScreen such as background check, licenses, employee roster, provisional and permanent employees, re-checks, auto flag activities and ensuring compliance.

  • Conducts new employee orientations at facility to ensure employees gain an understanding of benefit plans and enrollment provisions.

  • Strives to ensure employee understanding of benefit programs by, regularly counseling employees/dependents as situations arise. Resolves employee issues related to health and welfare plans, refers difficult or very complex complaints to insurance agent and/or support team as needed.

  • Acts as a resource for employees to ensure their understanding and compliance with benefit and HR policies and regulations.

  • Assists with annual benefit open enrollment period each year, as needed. Processes benefit changes, including enrollment and termination forms within deadlines.

  • Ensures incident reports and related Workers Compensation claims are completed and submitted in a timely manner.

  • Assists in the completion of responses to unemployment claims and provides backup documents as required.

  • Maintains authorized personnel filing system that meets the needs of the facility and complies with current employment practices.

  • Assists with preparation of annual affirmative action plan, if applicable.

  • Completes personnel-related reports for management as requested.


  • Adhere to all policies, procedures and practices

  • Demonstrate flexible and efficient time management and ability to prioritize workload

  • Work effectively and relate well with others Including superiors, colleagues, and individuals inside and outside the facility.

  • Exhibit a professional manner in dealing with others and works, to maintain constructive working relationships

  • Report to work at the scheduled time and is seldom absent from work

  • Ability to multitask in fast paced environment

  • Complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

  • Working knowledge of personal computer and application software such as Microsoft Office Word, Excel, Outlook

  • Ability to sit for long periods of time

  • Attention to detail

  • Strong organizational, written, verbal and interpersonal skills

  • Typing (at least 50 wpm)/Computer skills/Calculator skills

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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Business Services Associate / Business Office Manager

Franciscan Villa Assisted Living