Business Office Assistant - Santa Anita Convalescent Hospital

Santa Anita Convalescent Hospital is looking for a 1 full-time Business Office Assistant

Summary:   The Primary purpose of your job position is to assist in the day to day accounting functions of the facility in accordance with the current acceptable accounting and cost reimbursement principles relating to nursing facility operations, and as may be directed by the administrator, Business Office Manager. As a Business office Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned functions.

Essential Duties and Responsibilities:

·         Prepare daily census track and report on facility patient/resident census changes, resident trust accounts

·         Assist in organizing, documenting, processing and reporting on financial transactions.

·         Assist in implementing the day to day functions of the accounting department.

·         Sorting mail, answering calls regarding business office, accounts receivable, accounts payable and other business office duties.

·         Provide backup for offices staff members (covering receptionist).

·         Data entry, report creation, spreadsheet updates as directed and need for the department.

·         Implement written policies and procedures that govern the accounting functions of the facility.

·         Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.

·         Assist in standardizing the methods in which work will be accomplished.

·         Record payments received to appropriate cash receipts journal.

·         Post payments received to appropriate resident account.

·         Process and post daily charge slips to receipts journal.

·         Verify accuracy of daily deposit ticket with cash receipts journal.

·         Maintain a file of copies of all charge slips, debits, credits, Etc. issued to each resident.

·         Monitor and collect accounts receivables. Report delinquent accounts to the accountant/director finance/administrator.

·         Assist in balancing accounts receivable by running tapes, ve3rifying computer printouts, etc.

·         Assist in preparing monthly financial statements to include preparing monthly balance sheet, income and expense reports, etc., as required.

·         Prepare and mail statements.

·         Make written and oral reports/ recommendations to the accountant concerning accounting functions.

·         Assist in reconciling bank statements as directed

·         Assist in preparing trial balances as directed.

·         Assist in preparing financial and statistical reports as directed.

·         Perform functions of computer/ data processor as necessary.

·         Develop and utilize computer reports and output

·         Follow established resident fund accounting procedures. Provide each resident with a quarterly accounting of his/her funds managed by the facility.

·         Assist in preparing budget and financial information as directed.

Administrative Functions

·         Assist in planning and implementation of changes in our accounting system as necessary or directed.

·         Perform secretarial functions as necessary or directed

·         Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the administrator.

·         Agree not to disclose residents protected health information and promptly report suspected or known violations of such disclosure to the administrator

·         Report any known or suspected unauthorized attempt to access facilities information system

Personnel Functions

·         Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.

·         Ensure that departmental computer workstation left unattended is properly logged off or the password protected automatic screensaver activates within the established facility policy guidelines.

Competencies:  To perform the job successfully, an individual should demonstrate the following competencies:

·         Professionalism - Approaches others in a tactful and respectful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

·         Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

·         Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations as well as autonomously; Uses reason even when dealing with emotional topics.

·         Interpersonal Skills – Needs to be professional and approachable; Focuses on resolving conflict, not blaming; Maintains privacy and confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains calm and focused on the objective or issue; Collaborates with and is open to others' ideas without being judgmental.

·         Oral Communication - Speaks clearly, succinctly, and persuasively in positive or negative situations; listens and gets clarification; Responds well to pressure and to questions; Demonstrates group presentation skills; Participates constructively in meetings.

·         Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet audience needs; Presents numerical data effectively; Able to read and interpret written information.

·         Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

·         Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.

·         Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

·         Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Education and/or Experience: 

·         Must possess, as a minimum, a high school diploma or its equivalent

•            Exeperience with TARS/Authorizatios/MEDI-CAL

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must be able to:

·         Remain in a stationary position 20% of the time.

·         Frequently moves throughout the facility.

·         Constantly operates a computer and other office machinery, such as a copy machine and printer.

·         Frequently communicates with all personnel.

·         Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

·         Assist in the evacuation of residents during emergency situations.

Work Environment:

 May be exposed to blood, body fluids, infectious diseases, air contaminants (including tobacco smoke), and hazardous chemicals and that the facility will provide to me instructions on how to prevent and control such exposures. 

Must be available to work irregular hours, shifts, weekends, holidays. The noise level in the work environment is usually moderate. Employee will constantly work in indoor/outdoor weather conditions.