Job Objective(s)

The Business Office Coordinator is responsible for assisting the community with business administration, human resources and system related business processes such as:

• Payroll & Human Resources Administration
• Information Monitoring / Process and Systems
• Financial Systems Close and Management
• Business Processes
• Technical / Professional Knowledge
• Quality Assurance

Job Responsibilities and Duties

Payroll & Human Resources

• Creates and maintains employee personnel information in appropriate systems
• Ensures employees follow Federal, State, Local and Gentle Touch Health Initiatives timekeeping policies in recording/punching hours worked
• Processes payroll and follows established business processes. Ensure payroll is processed in an accurate, complaint and timely manner. Review reports daily and makes any necessary adjustments. Obtains necessary approvals.
• Ensure employees gain an understanding of benefit plans and open enrollment process. Counsels employees on plan provision so that individuals can make informed benefit decisions.
• Processes terminations, wage increases and decreases, new employees, and level or department changes.
• Transmit biweekly payroll to Great Lakes Management Co.
• Clearly communicates & conveys information, ideas through a variety of messages that engages the audience. Refers difficult or very complex complaints or situations to manger as needed.
• Maintains personnel files and binders according to Federal, State regulations and Gentle Touch Health Initiatives policy. Processes required documents through payroll to ensure accurate record keeping and proper deductions.
• Maintains training compliance and records, performance appraisal records and ongoing data
• Helps maintain company organization charts and employee information.
• Monitors performance evaluation program and implements updates on annual reviews and compensation program.
• Provide customer service to employees: in the area of pay, benefits, PTO and taxes as they relate to their pay, how to use time clock, where to locate forms and information, assists on questions on garnishments, employment verifications, workers compensation, where to send completed forms, who to contact for benefit questions and how to maintain their withholdings.
• Process appropriate paperwork to have manual checks processed immediately.

Information Monitoring, Process and Systems

• Sets up ongoing procedures to collect and review information needed to assist in billing and accounting support services to meet business performance results, deadlines and reporting system
• Partners with leadership team and participates in meetings. Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.

Financial System Close and Management

• Understands and utilizes financial data and tools to accurately reflect the business performance
• Follows monthly accounting calendar and scheduled tasks to ensure all financial data expectations and deadlines are met

Business Processes

• Review all invoices for appropriate documentation and approval prior to payment.
• Track expenses and process expense reports. Reconcile accounts payable transactions.
• Assists in providing audit materials and information as requested. Monitor accounts to ensure payments are up to date.
• Consistently meets business process deadlines and assist in month end closing.
• Respond and correspond to all vendor inquires.
• Reconcile vendor statements, research and correct discrepancies
• Maintain files and documentation thoroughly and accurately, in accordance with Gentle Touch Initiatives policy and accepted accounting practices.
• Process new resident move in information, room changes, resident move outs and leave of absences into Eldermark system to be processed for billing.
• Track daily the leave of absences of residents to keep billing accurate.
• Verify that all paperwork is completed for appropriate back up for all billing changes.
• Assist with other projects as needed.

Quality Assurance & Safety

• Develops a thorough working knowledge of current and evolving state and federal regulations, policies for business controls and compliance
• Partners with community team to ensure community is in compliance with OSHA requirements and promotion of policies and procedures.
• Practices safety procedures

Financial Management

• Assists in the presentation and value of Gentle Touch Health Initiatives products and services for our residents, families and employees and targeted referral sources
• Assists the Campus Administrator in completing the annual community budget
• Understands & manages the department budget to include labor & other expenses and its impact on the community’s bottom line
• Assists with review of monthly financial statements
• Process and submit monthly expenses and budget data timely per Gentle Touch Health Initiatives policies and internal business controls
• Prepare bank deposits and process the deposit through the remote bank system.
• Communicate with resident families via phone, email, mail or personally to investigate and resolve their queries and concerns.

Training, Leadership and Employee Development

• Partners in the delivery and participation in online training and self-study programs during the required timeframe
• Develops a working knowledge of state regulations and ensures compliance through supervising and coaching employees
• Be aware of employee staffing and scheduling according to operational and budgetary guidelines
• Ensures daily review of timekeeping practices and payroll reports
• Coordinates the community performance appraisal process and reporting
• Attends regular meetings; Stand Up, Department Head Meetings, and others as directed by the Campus Administrator
• Keeps abreast of professional developments in the field by reading, attending conferences and training sessions

Training

• Fulfills all required training within the required timeframe, including the completion of all online training and study application appropriate for the position
• Completes all management training within the required timeframe
• Completes all training required by the state or other regulating authorities including ongoing training per regulations
• Satisfactory achievement level of technical and professional skill or knowledge in position specific functions
• Responds to developments, trends, regulations and business controls of scope
• Completion of training may be required and/or certificates available per regulations and laws as applicable

Qualifications
Associate degree or Bachelor’s degree preferred or a minimum of two (2) years of experience in business finance/accounting AND two (2) years of experience in a human resource generalist role or Accounts Payable/Receivable role
Competent in organizational, time management skills
Supervisory and management experience to act as a liaison for employees.
Ability to handle multiple priorities
Possess written and verbal skills for effective communication and the ability to facilitate small group presentations
Demonstrates good judgment, problem solving and decision making skills
Demonstration of excellence in computer skills, Microsoft Office (Windows, Outlook, Excel), with the ability to learn new applications

Physical Requirements (based on essential responsibilities)

Must be able to frequently perform tasks such as, but not limited to, those listed:

In an 8 hour workday, employee may stand / walk:

Hours at one time: 0- 2

Total hours / day: 2 – 4

Employee will lift/carry (Max.lbs.): Frequently: 40 lbs. Occasionally: 70 lbs. Height of lift: 3 - 4 feet Distance of carry: 30 yards

In an 8 hour workday, employee may sit:

Hours at one time: 0 - 4

Total hours / day: 4 – 6

Employee will use hands for repetitive: Simple grasping, pushing and pulling, manipulation

In an 8 hour workday, employee may drive:

30 - 60 minutes, one to two times a week

Employee will support / assist: (Maximum lbs.)

Frequently: 50 lbs.

Occasionally: 150 lbs.

Employee should be able to: Squat: Occasionally Bend: Occasionally Kneel: Occasionally Climb: Frequently Reach: Occasionally, 3 feet

General Notes

• This job description is not intended to be all-inclusive; additional details will be specified by the supervisor. The employee will also perform other reasonable business duties as assigned by the supervisor.
• Management reserves the right to change job responsibilities, duties and hours as needs prevail.

Gentle Touch Health Initiatives is an at-will employer. This job description is a guideline and does not constitute a written or implied employment contract. GTHI is an EO Employer/Vets/Disabled.