Human Resources and Business Office Manager

Salary

Overview

Elderwood Assisted Living at Hamburg is searching for an organized, detail-oriented Human Resource Manager to lead our HR and Business Office functions. In this role, you will be responsible for HR activities including recruitment, onboarding, payroll, and benefits administration, as well as our business office including accounts payable.

Human Resources Business Office Manager (ALF) Overview

The Human Resources/Business Office Manager supports all business operations by managing the organization's HR administration, and execution. Overall, this position is responsible for executing and managing all recruiting, onboarding, offboarding, performance management, payroll and general HR activities for the site. Responsible for billing and collection of private pay accounts. Obtains appropriate insurance information necessary for timely and successful collection of all accounts; management of facility petty cash accounts and resident accounts; maintenance of census, admission, re-admission and discharge records; supervision of Business Office Clerk (if applicable).

Responsibilities

Human Resources Business Office Manager (ALF) Essential Job Functions

Human Resources:

Recruitment

• Responsible for the timely sourcing, interviewing, & onboarding of candidates through the Applicant Tracking System.
• Maintaining accurate and timely submission of the weekly open positions report.
• Participation in marketing the facility through recruitment events held at the facility as well various organizations and schools, i.e. open interviews & job fairs.
• Ensure the internal posting process is properly managed within the facility, and for employees involved in facility-to-facility transfers.
• Promote company Employee Referral Program.
• Accurately track employee referral program and timely payout of referral bonuses.

Onboarding & Training

• Orient and complete new hire paperwork for all new staff members and ensure that employment regulatory requirements are met; to include but not limited to, reviewing benefit program eligibility, describing benefit plans, and confirmation of enrollment completion.
• Schedule new hires for General Orientation and deliver HR training component.

Administrative

• Obtain all required regulatory documentation for all licensed & certified people hired at the facility at time of hire, and annually thereafter, i.e., professional licenses and CPR and other Life Safety certifications. If not certified arrange for training.
• Obtain medical documentation required for Measles, Rubella and TST for applicable new hires. Coordinate new hire physicals.
• Ensure that all personnel actions are properly documented (location, address, rate of pay and status change, disciplinary actions, and signature receipts).
• Maintain staff member personnel records in accordance with regulatory agency requirements and HR Policy & Procedure Manual.
• Initiate probationary and annual performance evaluation process.
• Administer 30 Day New Hire Surveys & Exit Interviews in accordance with company policy.
• Complete wage verification forms for Social Service agencies, insurance, and mortgage companies, etc.
• Order name badges, business cards and computer access as needed.
• Timely processing of employee termination and maintain staff roster in several databases.
• Coordinate uniform benefit allowance and fitting and acquiring uniforms under the allowance program.
• Ensures all departments have master schedules utilizing timekeeping system.

Payroll & Benefit Administration

• Timely distribution of information on the company’s benefits package to all eligible employees, monitor pending enrollments and provide follow up to verify completion.
• Responsible for accurate and timely data entry of employee information and ongoing maintenance in ADP HRIS.
• Review all employee timecards in time & attendance system for accuracy and approvals.
• Run various reports out of ADP reporting
• Assist employees with benefit/payroll inquiries.
• Interpret personnel policies and procedures and communicate benefit program details to staff.
• Upon termination of staff, distribute documentation relating to benefits such as Health Insurance, 401K, Life Insurance, and Dental Insurance.
• Helps coordinate all employee activities, as established by executive staff.
• Compile and track paperwork for staff members on leave of absence; maintain compliance with FMLA and other regulatory leaves; maintain communication with staff members on return-to-work expectations.

Unemployment & Workers Compensation

• Ensure timely response to claims for unemployment insurance. Verify that all termination data is reported to payroll within one pay period of termination date.
• Represent the company in UI and WC hearings when necessary.
• Participate in facility Safety Committee.
• Compile and submit information for unemployment, Worker's Compensation, and disability claims; maintain OSHA 300 log.

Employee Relations

• Ability to triage employee concerns and issues; knowing when to escalate to the Administrator and/or EAS HR.
• Ensure consistent application of policy & procedures to include corrective disciplinary actions.
• Maintain disciplinary log.
• Drive facility recognition and retention programs, i.e., Employee of the Month, birthdays, anniversaries.
• Managing Performance Management systems and supporting management in employee development.
• Cultivating and monitoring company culture via multiple avenues, to support the attainment of the company's goals and promote employee satisfaction and retention.
• Planning and executing company events and meetings (both remote and in person) that encourage team bonding, culture diffusion and ongoing organizational learning and development.

Business Office:

• Handles establishment, transactions, record-keeping and preparation of quarterly reports to be sent to all residents.
• Performs bank reconciliation to resident accounts.
• Initiates billing for residents paying for care with private funds including Medicaid Pending and Resources.
• Notifies resident and/or responsible party of Medicare and Insurance coverage or non-coverage for resident.
• Verifies insurance coverage; assists in response to requests from third party payers and Medicare for additional information and ensures responses are timely and reviewed with the facility PPS expert.
• Receives payments and applied income for resident services and forward to Posting Clerk.
• Reconciles and prepares dietary deposits received from Employee Dining Room, vending machines, guest meals, activities staff and special events and forward to the Posting Clerk.
• Obtains Medicare A and B or other third-party billing information for reimbursement.
• Obtains Medicaid billing information for reimbursement.
• Initiates and reports to the Administrator collection activities for receivables; processes bad debt write-offs as approved by Administrator and forwards to the Director of Accounts Receivable.
• Greets new resident and/or responsible party; provides information about billing payments and safeguarding of funds and Resident Account procedures or authorizations as necessary; answers inquiries about rate increases regarding services.
• Completes admission paperwork/agreement and ensures all resident admission agreements are completed fully, including both a resident and spouse/responsible party signature.
• Enters applicable resident information changes in the computer/software.
• Ensures prompt responses to all requests from responsible party or resident regarding financial records; prepares rebates of account balances upon discharge or expiration and forwards to the Director of Accounts Receivable.
• Notifies County Medicaid Offices of any applied income changes for residents.
• Receives and refers to appropriate staff, information concerning Medicaid eligibility of residents including monthly Medicaid rosters.
• Reconciles monthly census resident days with total number of days billed for the month for room and care.
• Reconciles accounts at end of month, posts transactions to proper accounts.
• Verifies ancillary charges and forward to the Posting Clerk if applicable.
• Reviews and processes monthly pharmacy bill; balances the invoice report and enters charges.
• Enters oxygen and private room differential charges into the system.
• Monitors the aging analysis for outstanding accounts.
• Prepares timely entries of collection efforts in Credit Management system to ensure reports are useful collection tools.
• Oversee deposits and assist with cash posting as needed.
• Processes check requisitions and oversees transactions for facility petty cash funds.
• Processes and maintains records of gift certificates issued in the name(s) of residents.
• Prepares and submits aging reports and Monthly Report Statistical Summary forms to the Administrator and Director of Accounts Receivable. Completes the month end process.
• Prepares year-end documents for financial audit.

General

• Apply knowledge and understanding of all policies and procedures. Act as a resource for staff seeking guidance and explanation of policies and procedures.
• Overseeing all HR initiatives, strategies, systems, and tactics.
• Exhibits the highest level of customer service towards residents, staff, and visitors.
• Consistently demonstrates the ability to respond to changing situations in a flexible manner to meet current needs, such as reprioritizing work as necessary.
• Supporting team management by providing HR counsel, mediation, workshops, training, and best practices on issues such as non-performing employees and improving and developing employee skills.
• Researching, developing, writing, updating, communicating, and enforcing all company policies and procedural guidelines to meet organizational values.
• Maintaining company LMS, ATS and HRIS for efficient and employee friendly HR experience.
• Utilizes electronic timekeeping system as directed.
• Arrives to work on time, regularly, and works as scheduled.
• Recognizes and follows the dress code of the facility including wearing name tag at all times.
• Follows policy and procedure regarding all electronic devices, computers, tablets, etc. 
• Supports and abides by Elderwood’s Mission, Vision, and Values.
• Abides by Elderwood’s businesses code of conduct, compliance and HIPAA policies.
• Performs other duties as assigned by supervisor, management staff or Administrator.

From

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Qualifications

Human Resources Business Office Manager (ALF) Educational Requirements and Qualifications

• Bachelor’s or Master's degree in Human Resources, Business or other related field OR a minimum of five years of experience in a Human Resources management role.
• At least one year of demonstrated business training, including typing and bookkeeping
• PHR is preferred.
• Demonstrable knowledge in state & federal labor laws, FMLA, OHSA, & COBRA.
• Must have prior recruitment and employee onboarding experience.
• Prior payroll and benefits experience strongly preferred.
• Must be proficient in Microsoft Office, highly organized, detail oriented, & quality focused.
• Strong written and verbal communication skills required.
• Effectively prioritize job responsibilities in a fast-paced environment.
• Ability to successfully self-manage and work autonomously.

Human Resources Business Office Manager (ALF) Skills and Competencies  

• Problem Solving
• Customer Service
• Decision Making
• Excellent Communication

This position requires regular interaction with residents, coworkers, visitors, and/or supervisors. In order to ensure a safe work environment for residents, coworkers, visitors, and/or supervisors of the Company, and to permit unfettered communication between the employee and those residents, coworkers, visitors, and supervisors, this position requires that the employee be able to read, write, speak, and understand the English language at an intermediate or more advanced level.

EOE Statement