Business Office Assistant

The Magnolia at Oxford Commons seeks compassionate and caring individuals who are dedicated to supporting exceptional senior living experiences. Working at The Magnolia at Oxford Commons means you are part of the family. Each day is an opportunity to make a positive difference in the lives of those around you.

Full-time benefits include:

• PTO (Paid Time Off)
• Daily Pay
• Holiday Pay
• Health/Dental Insurance
• 401K with employer match
• Life Insurance
• Short and long-term disability
• Referral Bonuses
• Tuition Reimbursement
• Employee Assistance Program

Summary of Duties of the Business Office Assistant
The Business Office Assistant reports to the Business Office Manager to provide clerical and reporting support for both accounting and human resources activities. The Business Office Assistant provides clerical support, organizes, and maintains resident and associate files, assists with resident requests, and assists in the coordination of resident, family, and guest services. The Business Office Assistant supports the recruitment, background checks, benefit enrollments, and onboarding/orientation processes for all new hires at the community. The Business Office Assistant provides other assistance as assigned.

Essential Functions of the Business Office Assistant
At the direction of the Business Office Manager, the Business Office Assistant may perform the following tasks:

• Process resident deposits and security/reservation deposits and submit to Grace Management, Inc. home office.
• Assist with Accounts Payable and Accounts Receivable activities, as requested.
• Maintains accurate associate and resident files, keeping information current in the file for state surveys and inspections.
• Possess basic understanding of accounting principles.
• Monitor, edit, and input payroll time punches to include missing punches, paid time off (sick, vacation, personal holiday, other), not to exceed associate PTO bank, and monitor holiday hours and eligibility.
• Assist with recruitment activities by placing ads, screening applicants, check references, scheduling physicals, and scheduling interview appointments, as requested by supervisor.
• Assist in benefit enrollments for medical, dental, and ancillary benefit plans.
• Coordinate and forward all new hire paperwork, associate maintenance forms, and required termination paperwork to home office in a timely manner.
• Possess basic understanding of associate handbook policies and ability to explain policies to associates.
• Possess basic understanding of associate’s benefit package and ability to explain on a basic level to associates.
• Possess basic understanding of labor laws, posters, and legal required notifications.
• Possess basic knowledge of forms and procedures as it relates to payroll and human resource topics.
• Maintain employee files with respect to confidentiality and legal compliance.
• Work closely with payroll administrator and Grace Management, Inc. home office.
• Ability to maintain confidentiality and professionalism in all things related to associate pay, benefits, and other private matters.
• Provides front desk coverage and answers phone.
• Supports other departmental clerical needs as requested or as necessary.
• Provide administrative support including typing, filing, preparation of reports, copying, scheduling appointments, and calling vendors, as requested by supervisor.
• Keep inventory of office supplies.
• Resolve immediately or report to supervisor any unsafe conditions including building hazards, unsafe work practices, or threats to resident safety.
• Participates in required meetings, training, and staffing.
• Performs other related duties as assigned by supervisor.

Non-Essential Functions of the Business Office Assistant

• Supports and participates in the resident centered activity programs.
• Participates in projects or committees as assigned.
• Attends all associate meetings including in-service education and associate functions, as requested by supervisor.
• Assists in a variety of tasks involving residents as assigned.

Knowledge, Skills, Abilities, and Experience

• High school diploma or GED equivalent and one to two years of relevant office training and bookkeeping or comparable post-high school education which may include vocational or college education.
• Computer skills including: Windows, Office, Word, Excel, Outlook, internet-based payroll, and property management programs.
• Good grammatical and writing skills, proficient with email process and etiquette.
• Ability to read, write, and speak English.
• Ability to comprehend and apply regulations, employment, and labor laws, local, state, and federal standards, and requirements.
• Must have the interpersonal skills to work with various levels of people, associates, and residents.
• Familiarity with office equipment including fax, copier, computers, scanner, phone, postage meter.
• Be free of communicable disease.
• Completion of drug testing and criminal record background check upon hire and upon request of supervisor.
• Physical requirements include bending, standing, lifting, stooping, sitting, walking, stretching, and ability to lift/carry up to 40 pounds.