Business Office Assistant

Business Office Assistant

Rate: $22 Per Hour

Location: Southampton, NY

Reports To: Business Office Manager (BOM)

Job Summary

The Business Office Assistant provides essential daily operational support to the Business Office Manager and Facility Administrator. This role ensures the financial and administrative functions of the facility run smoothly, focusing on accurate record-keeping, resident trust accounts, and professional communication with families and vendors.

Key Responsibilities

Financial Operations & Revenue Cycle Support

• Billing & Mail: Coordinate the timely distribution of monthly resident statements and ancillary bills via mail or email.

• Banking & Deposits: Prepare and execute daily facility deposits; maintain an accurate log of all incoming checks and cash.

• Petty Cash Management: Oversee the distribution of petty cash; ensure every transaction is documented with a valid receipt and reconciled weekly.

• Resident Trust (PNA): Assist with Resident Personal Needs Accounts (PNA), including processing withdrawals and maintaining ledger accuracy in accordance with state regulations.

Administrative & Compliance Support

• Document Coordination: Manage the "signature pipeline" for the BOM and Administrator, ensuring contracts, admission paperwork, and financial consents are signed and filed promptly.

• Census Tracking: Assist the BOM in maintaining an accurate daily census to ensure billing alignment with the clinical department.

• Audit Readiness: Organize and maintain financial files and resident records to ensure the facility is "survey-ready" for Department of Health (DOH) or internal audits.

• Vendor Relations: Assist in processing accounts payable (A/P) invoices and ensuring local vendors provide necessary W-9 documentation.

Resident & Family Relations

• Front-End Communication: Serve as a point of contact for families regarding basic billing questions, redirecting complex Medicaid/Insurance inquiries to the BOM.

• Admission Support: Assist the Admissions team during the intake process by ensuring all financial disclosure forms are included in the admission packet.

Qualifications

• Experience: 1+ years of experience in an administrative or bookkeeping role; experience in a healthcare or long-term care setting is strongly preferred.

• Technical Skills: Proficiency in Microsoft Office (Excel/Word). Experience with PCC (PointClickCare) or MatrixCare is a plus.

• Traits: High level of integrity for handling cash/deposits, extreme attention to detail, and a professional "customer service" approach to elderly residents and their families.

• Local Knowledge: Familiarity with the Southampton area for local banking runs and vendor coordination.

Physical Requirements

• Ability to sit for extended periods at a computer workstation.

• Occasional local travel for bank deposits (must have valid driver’s license).