Business Office Director

If you are looking for a place to work where team members and residents feel like family, where you feel supported by your leadership, where you feel recognized for your talents and are given opportunities to grow…then Madonna Gardens, a Carefield Living Community is the right place for you!

Madonna Gardens values the individuality and needs of each team member while also building strong team connectivity. Our team members are compassionate and dedicated to supporting our residents and each other in a positive, kind and encouraging manner. Most importantly, they understand that one positive interaction at a time can change somebody’s life.

Madonna Gardens is the premier memory support community in Salinas. We specialize in a wide range of support and guidance of memory impaired residents through specific programming for care, activities, socialization and dining.

Benefits and Offerings:

• Career Advancement
• Comprehensive Training
• Fun and Collaborative Environment

Job Summary:

This position will facilitate the successful operation of the Carefield Senior Living community business office. The Business Office Director assists in coordinating office services, records control, marketing, and special projects, organizing and administering the business and administrative office, and contributing to effective communication and pleasant working conditions.

• Support the mission, vision, and culture of the organization through positive communication and leadership.
• Contribute to Community relationships by demonstrating cooperation and professional conduct with residents, families, fellow associates, physicians, pharmacies and other vendors or persons.
• Contribute to team effort by being flexible in work assignments; by furnishing support; by taking initiative; and by understanding how this position affects and compliments all other Community positions.
• Able to maintain work pace appropriate to given work load. Perform activities on schedule while maintaining regular attendance and punctuality within specified tolerance.
• Supervise administrative staff where applicable; provide training; set and adjust rates of pay and hours of work; provide performance feedback both informally and formally; recognize both appropriate and inappropriate behaviors and performance (provide rewards and discipline); apportion work among subordinates.
• Provide for the safety and security of associates; may be the community Safety Officer
• Ensure that all on-the-job injuries/illness are properly reported and documented; coordinate with department heads to allow injured workers to return to modified duty within the ordered restrictions when appropriate or ensure a doctor’s release is obtained before returning to full duty; maintain the OSHA 300 and 300A logs.
• Triage staff complaints and grievances in accordance with Problem Resolution Procedure.
• Screen potential employment candidate’s resumes/applications for minimum qualifications; arrange and conduct screening interviews and coordinate with appropriate department head and/or Executive Director for final interviews and selection; make contingent offers of employment.
• Order all state and company required pre-employment screening, such as drug tests, physicals, fingerprint clearances and/or background checks. Ensure all results are within state and/or company standards.
• Participate in New Hire Orientation program and other regular associate meetings or functions.
• Prepare new hire paper work, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.
• Utilize Payroll reporting tools to manage accuracy of staff information and performance evaluation due dates.
• Update staff information in Payroll system and personnel file.
• Respond to Unemployment Insurance claims; represent company at Unemployment Insurance appeals hearings.
• Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office Human Resources; ensure all eligible associates have completed enrollment/declination forms.
• Provide training to department heads and act as a consultant regarding Human Resources policies.
• Make recommendations regarding terminations to department heads based on policies; ensure termination policies are followed by contacting the HR Director; conduct termination meetings.
• Prepare Time Sheet Reports for payroll; edit daily time entries; ensure accuracy of bi-weekly payroll.
• Process all accounts payable invoices and submit to home office weekly.
• Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
• Prepare and/or forward all resident forms regarding the accounting department to home office.
• Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash, and monthly reconciliation sent to home office.
• Daily maintain accuracy of Community Rent Roll.
• Prepare monthly billing spreadsheet.
• Make collection calls on past due accounts; maintain collection logs/records; timely follow up on past due accounts; prepare accounts for submittal to collection agencies.
• Coordinate the weekly packets to home office.
• Assist with preparation of new residents’ move-in paperwork, resident status changes, and move-out paperwork and forward to home office.
• Prepare monthly printed Spend-Down Reports for department heads.
• Maintain and communicate to corporate Community census data.
• Support month-end closing procedures.
• Analyze monthly operations statements for the Executive Director and department heads.
• Handle or refer resident billing inquiries as appropriate.

Accounting Responsibilities:

• Process all accounts payable invoices and submit to home office weekly.
• Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
• Prepare and/or forward all resident forms regarding the accounting department to home office.
• Responsible for maintaining and issuing of Petty Cash, including Resident Petty Cash, and monthly reconciliation sent to home office.
• Daily maintain accuracy of Community Rent Roll.
• Prepare monthly billing spreadsheet.
• Make collection calls on past due accounts; maintain collection logs/records; timely follow up on past due accounts; prepare accounts for submittal to collection agencies.
• Coordinate the weekly packets to home office.
• Assist with preparation of new residents’ move-in paperwork, resident status changes, and move-out paperwork and forward to home office.
• Prepare monthly printed Spend-Down Reports for department heads.
• Maintain and communicate to corporate Community census data.
• Support month-end closing procedures.
• Analyze monthly operations statements for the Executive Director and department heads.
• Handle or refer resident billing inquiries as appropriate.
• Respond appropriately to changes in the work setting.
• Perform other related assignments as required.
• Assist the Executive Director with completion of documents, correspondence and special projects as needed.
• Conduct tours.
• Be familiar with Carefield Senior Living Policies & Procedures Manual and
• Maintain accuracy of Community operations computer database (Vitals) with staff
• Act on constructive feedback by listening to supervisor(s), customers and peers and use it to improve performance.
• Maintain resident, employee, and community confidentiality.
• Respect Resident’s Rights.
• Demonstrate positive attitude and ability to work well with all people, particularly the elderly.
• Promote positive work environment that emphasizes teamwork.
• Demonstrate willingness to help other staff whenever needed.
• Associates Degree or equivalent, or experience in office management, including bookkeeping and human resources responsibilities.
• Possess excellent communication skills in diplomacy and superior time management and organizational skills.
• Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company specific software programs.
• May be required to hold valid First Aid Certification and valid Drivers License.
• Maintain mental alertness, attention, and concentration for necessary periods.
• Apply common sense understanding and carry out instructions (written, oral or diagrammatic).
• Adapt to situations requiring the precise attainment of set limits, tolerances, or standards.
• Regularly required to sit for long periods of time and talk or listen.
• Able to stand, stoop and bend frequently, lift up to 20 pounds and push up to 40 pounds. Also must have the ability to talk, hear, sit, use hands and fingers, handle/feel objects, tools or controls, and reach with hands and arms.
• Specific vision requirements for this job include close vision, depth perception, and the ability to adjust the focus of the eyes.
• Possess adequate physical stamina to move freely about the Community and assist residents where needed, including in emergency situations.

We look forward to you joining our team!