Job Description
JOB SUMMARY:
Performs payroll and handles employee benefits and/or updating employee information. Must manage time to meet deadlines and will need to be very efficient and accurate. Respects and maintains a high level of confidentiality of all resident, employee, and business information.
WORK PERFORMED:
The following is not an all-inclusive list of the work duties, but the main highlights, such as:
1. General duties of Office Manager that will be performed:
a) Works with office personnel as a team to answer phones, take messages, transfer calls, and greet/direct visitors and residents.
b) Conducts payroll functions and completes time clock functions.
c) Prepares packets for and conducts general staff orientation.
d) Responsible for calculating and maintaining employee sick and vacation hours.
e) Responsible for garnishments – completing and deducting from payroll.
f) Coordinates employee recognition (birthday/anniversary cards, recognition etc.).
2. Employee Benefits:
a) Responsible for coordinating and maintaining benefit elections for employees.
b) Monitors hours of employees for insurance coverage and eligibility.
c) Maintains eligibility and payment for Simple IRA plans and waivers.
d) Maintains insurance information for employees, open enrollment times, etc.
e) Distributes COBRA notices in conjunction with insurance companies.
f) Pays and codes insurance bills, including employee deductions.
3. Payroll and Human Resources Duties:
a) Updates wages for all employees and completes wage verifications as needed.
b) Maintains primary responsibility for the payroll process. Other office staff will assist if the Office Manager is absent due to vacation or illness.
c) Completes the necessary federal withholding taxes following each payroll.
d) Sends the Simple IRA and all other withholding payments following each payroll.
e) Edits the time clock daily to monitor punches in/out, breaks, etc.
f) Will need to input employee background checks per the requesting supervisor.
g) Completes new hire reporting.
h) Maintains new employees in software system and time clock.
i) Communicates to supervisors when employee evaluations are due.
j) Responsible for maintaining knowledge of the Health Care Reform and Affordable Care Act, and completing data reports to include Payroll-Based Journal as required.
4. Other Duties:
a) Working as part of the Business Office team, will assist with Medicare and Accounts Receivable billing and collections as needed.
b) Assist with Accounts Payable as needed.
c) Will balance and maintain various checking accounts used by Administration.
d) Will accept payments from residents, families, donors, and vendors as brought into the Business Office.
e) Will sort and deliver mail to residents and staff.
f) Will occasionally need to type documents dictated by the Administrator.
g) Other duties as assigned by the Administrators.
QUALIFICATIONS:
• High School graduate is required and a degree or diploma from a business-related school or college in a related field is highly recommended.
• Must have excellent computer skills with software such as Microsoft Office and Excel.
• It is helpful to have some knowledge of Medicare and Medicaid.
• This person MUST keep all information confidential.
• Must be well-groomed and maintain a pleasant attitude, as you will often be the first person someone meets when they come into Bethel.
• Be open to new ideas and ways to improve our services and processes.
• Must be able to read, write, and communicate in the English language.
• Must be able to hear and understand tape recorded dictation and general conversation.
• Must be accurate when preparing all work that you complete.
• Must possess a pleasant speaking voice on the telephone and in general conversation.
• May be called upon to lift cases of office paper and/or supplies of 50# and carry the supplies needed from the storeroom to the Administration Office.
WORKING ENVIRONMENT:
Works in a well-lit and ventilated office with adequate desk and seating provided.
Will be working with computer equipment, copier equipment, and filing systems.
Will sit, stand, and walk short distances during the day and be subject to many interruptions.
Must be able to multi-task daily.
Will serve elderly residents who can be forgetful and occasionally argumentative.
Must maintain a professional demeanor with residents, staff, and general public at all times.
Scheduled hours may need to be changed depending on the work load in the office. (ex: annual audits, survey, staff vacations and illness, funeral leave, etc.)