Business Office Assistant​/Accounts Payable

Job Description

To provide appropriate office support necessary to an effective, smooth running operation using the philosophy, objectives and policies of this facility. This support may include basic secretarial duties, billing and collections, clerical duties, receptionist duties and primary office record keeping. Greet visitors to the facility, either in person or via telephone, in a courteous, polite, professional and helpful manner, and assist the Business Office Manager in business office functions.

• Related administrative experience at a level necessary to accomplish the job.
• Must be able to communicate verbally in a positive and professional manner.
• Must be able to relate positively and favorably to residents, families and to work cooperatively with other employees.
• Must have the ability to read, write and follow oral and written directions at a level necessary to accomplish the job.
• Basic computer knowledge and ability with an aptitude to learn company software.
• Must maintain regular attendance.
• Must meet all local health regulations, and pass post-employment physical exam if required. This requirement also includes drug screening, criminal background investigation and reference inquiry.

• Answer multiple line telephones, greet the public.

• May assist with typing, filing, ancillary input, and distribution of mail.
• Verify insurance plan upon admissions.
• Assist Receptionist with switchboard and Receptionist duties.
• Maintains adequate files wherein all paid vouchers and correspondence are kept for future reference.
• Files purchase orders, invoices and paid vouchers.
• Requisition and new vendor forms.

• Performs all duties of Accounts Payable Clerk.
• Will be knowledgeable in accounts receivable and Resident Trust.
• Checks invoices and posts accounts payable.
• Prepares vouchers and submits authorized bills for payment.
• Checks all invoices for merchandise shipped to facility.
• Invoices are to be checked for mathematical accuracy and are to be approved by the persons receiving the merchandise. Further approval will be required from the Administrator before payment.
• Prepares a listing of all accounts payable as they are submitted for payment, indicating total liabilities at the end of each month.

• Assist with Business Office functions to include administrative support.

• Comply with all Company safety policies, regulations and requirements regarding fire and life safety.
• Comply with all Company safety policies regulations and requirements involving employee safety and patient safety. This includes but is not limited to: a zero tolerance for harassment and violence; following infection control procedures; following safe patient handling as required with your specific job position.
• May be required to assist in the evacuation of patients during emergency situations.
• Meet the general health requirements set forth by the policies of this facility.

• Understand, comply with and promote all rules and regulations regarding residents’ rights.
• Promote positive relationships with residents, visitors, and regulators, to include presenting a professional appearance.

• Sit, walk and stand; talk or hear, both in person and by telephone; ability to read and write.
• Ability to sit (greater than 3 hours) stand or walk for extended periods of time.
• Have a working understanding of English: ability to read and write; ability to understand and follow written and oral instructions; ability to verbally communicate with residents and others; ability to hear and respond to pages.
• Use hands repetitively to operate standard office equipment; reach with hands and arms; and lift up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
• Ability to distinguish smells, tastes and temperatures.
• Ability to remain calm in emergency situations and when handling multiple tasks.

• Must adhere to Code of Conduct and Business Ethics policy, including…