Business Office Manager

Business Office Manager

Job Description

Department:

Business Office / Human Resources

Employment Status:

Full-Time

Reports To:

Operator

FLSA Status:

Exempt

Supervises:

N/A

On-Call:

Rotational - Staffing/Admin

Works Closely With:

Operator, Director of Marketing, Director of Nursing, Department Leaders

Confidentiality:

Required - Resident, Employee & Financial Info

Our Mission

Home of the Flint Hills is a Christ-centered, family-owned community where every resident - made in the image of God - is treated with love, dignity, and respect. We are not a corporate chain: our small, home-style communities exist to provide lasting, personal care where residents are known by name and treated as beloved members of the family, not room numbers. Our faith shapes how we hire, how we care, and how we serve every resident and their family.

Position Summary

The Business Office Manager & HR Coordinator handles resident billing and accounts receivable while serving as the community's day-to-day coordinator for hiring, onboarding, and HR compliance tracking. This position is not HR-certified and does not set HR policy or make final hiring, compensation, or disciplinary decisions - it keeps the hiring pipeline, new-hire onboarding, and staff compliance tracking organized and moving, escalating anything outside its authority to the Operator or appropriate leadership.

Key Responsibilities

Resident Billing & Accounts Receivable

• Prepare and process monthly resident statements and charges; post payments and maintain accurate account records.
• Monitor outstanding balances and follow up on past-due accounts promptly and professionally.
• Communicate with residents and responsible parties regarding balances, statements, and billing questions.
• Process deposits, refunds, credits, and adjustments to resident accounts.
• Report delinquent or bad-debt accounts to the Operator and assist with resolving billing discrepancies.

Recruiting & Hiring Coordination

• Keep open positions posted and current across job boards and hiring platforms.
• Screen incoming applications and identify qualified candidates for hiring managers to review.
• Coordinate and schedule interviews based on hiring manager availability.
• Communicate with candidates throughout the hiring process, including scheduling and status updates.

Onboarding & New-Hire Support

• Track new-hire onboarding from offer through start date, ensuring required paperwork and checklists are completed.
• Deliver general new-hire orientation covering company policies, expectations, and introductions.
• Complete scheduled follow-up touch points with new hires during their initial employment period to support retention.
• Maintain organized, confidential employee onboarding files and documentation.

Certifications, Training & Compliance Tracking

• Track required employee certifications, licenses, and renewal dates community-wide.
• Monitor completion of required training and state-mandated annual compliance education.
• Maintain documentation for the state-required in-service/training program.
• Notify employees and leadership of upcoming expirations or incomplete requirements.

Scheduling & On-Call Support

• Assist with staffing schedules and shift-coverage coordination as needed.
• Participate in the staffing/administrative on-call rotation, responding to coverage or administrative needs outside normal business hours as assigned.

General HR & Administrative Support

• Maintain accurate, confidential personnel records from hire to termination.
• Assist employees with routine HR and administrative questions, routing complex matters to the Operator.
• Support community leadership with administrative projects as assigned.
• Maintain strict confidentiality of employee and resident information at all times.

Role Authority

This position is not HR-certified and does not independently make hiring decisions, set compensation, handle employee relations or discipline, or interpret employment law. The Business Office Manager supports these processes administratively, and refers matters requiring HR judgment or legal interpretation to the Operator or appropriate leadership.