Business Office Manager Assistant - Villas at St. Paul

Business Office Manager Assistant 

Schedule: Full-time, Monday to Friday, 8 a.m. to 4:30 p.m.

POSITION SUMMARY 

The Business Office Assistant works directly under the Business Office Manager to maintain accurate financial records for the facility. The primary responsibilities are handling the Residential Funds Management System,  relaying calls from the main line, processing mail, bank deposits, withdrawals, reconciliation, and acting as a  support to the administrative staff. This position is responsible for all RFMS related transactions, and the  submission of accurate monthly financial reports. 

ESSENTIAL RESPONSIBILITIES AND DUTIES 

Residential Funds Management System 

• Keeps an accurate log of resident’s daily withdrawals.  
• Every receipt is saved and signed.  
• Balances trust every single day without exception.  
• Pays resident’s personal bills, i.e., Star Tribune.  
• Maintains a professional and courteous demeanor with residents always. 
• Works with BOM to print accurate checks. 

Receptionist 

• Sorts mail sends outgoing main in a timely manner.  
• Answers phone calls and transfers them to the appropriate staff. 
• Maintains an organized workspace.  
• Works with BOM to handle all HR paperwork in an accurate and secure manner.  
• Must contact staff to relay activities or HR changes. 

Information and Support Resource 

• Provides employment related information to staff as needed.  
• Works as a liaison between staff and management when necessary. 
• Assists staff with payroll or benefit questions.  
• Maintains a high level of understanding of company employment policies. 
• Takes the lead in ensuring consistent application of company employment policies 

Maintenance and Security of Employment Related Records 

• Ensures confidentiality of all employee records. 
• Secures records to prevent unauthorized access.  
• Preserves records according to company retention policy.  
• Ensures personnel files do not contain prohibited information.

Nursing Department Schedules 

• Ensures that scheduler is properly trained in the Nursing Schedule Software.  
• Monitors accuracy and timeliness of Nursing Schedules and provides direction and assistance to  Scheduler on such, as needed.  
• Assures that adequate staffing levels are maintained.  
• Assures timely posting of Nursing Staffing Hours.  
• Works with Scheduler to review and respond to nursing staff time off and schedule change request 

FACILITY COMPLIANCE 

• Attends workShops/in-services pertinent to your department and designated by ADON.
• Attends meetings as directed to include departmental meetings, Quality Assurance meetings, etc.  
• Attends all staff education of the Rehabilitation Center relating to safety, infection control and disease  process.  
• Participates in inspections and audits of department as needed to maintain safety and sanitary  conditions as designated.  
• Attends education programs on Continuous Quality Improvement, customer satisfaction and other such  programs.  
• Identifies areas of problem/needs through surveys and communicates these at QA&A committee  meetings.  
• Maintains and applies knowledge of current policies and procedures as outlined by Monarch Healthcare  Management. 
• Assists in policy and procedure development as needed.  
• Maintains current knowledge of Minnesota Department of Health regulations. 
• Always maintains resident confidentiality. Understands the need for complete privacy of all health care  data 
• Is knowledgeable of and abides by the importance of the Residents’ Bill of Rights. 
• Promotes a highly positive workplace centered on strong customer service, inclusivity and ensuring staff  feel welcome and supported 

QUALIFICATIONS 

Education and Experience 

• Must have at least a High School Diploma. 
• Must have the ability to communicate, take direction, and maintain an organized workspace. Prior  administrative experience of at least one year.  
• Must be able to perform essential functions of the position with or without reasonable  accommodation. 
• Must qualify for employment, after criminal background check, per guidelines of the Minnesota  Department of Human Services. 

Preferred 

• Experience with Health insurance, Medicare and Medicaid preferred 
• Experience in healthcare, skilled nursing facility or assisted living community 

Required Skills and Abilities 

• Ability to effectively manage multiple tasks and pivot with sudden demands of your attention
• Resilience: ability to welcome constructive feedback, course correct and not take it personally
• Personability; ability to get along with all personality types and inspire trust with residents, staff, family
• High emotional intelligence (EQ) 
• Ability to actively listen, with the goal of understanding 
• Ability to clearly speak and proficiently read and write in English 
• Comfort in operating in ambiguous situations and with diverse populations 
• Ability to thrive in an environment that is fast-paced and rapidly growing 

About Monarch:

Monarch’s mission is to change the way short term rehabilitation and long-term care is delivered. We strive to make patient care and customer service come together, putting the needs of our residents and their families first. We fulfill the communities need for health and housing, in a comfortable well equipped, pleasant home like atmosphere.

We could not provide this caliber of services without our dedicated employees. We value their contributions and work hard to attract and retain the best talent by offering a positive and supportive work environment along with competitive pay, nice perks, and great benefits.

We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.