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Office Operations Coordinator

2 months ago

Birmingham, Alabama, United States Birmingham Nursing and Rehabilitation Center East, LLC Full time
Job Overview

Under the supervision of the Business Office Manager, the role involves executing various administrative functions in accordance with organizational policies and procedures. The position requires a proactive approach to managing potential behavioral challenges and may necessitate working additional hours during evenings or weekends to fulfill departmental objectives.

Key Responsibilities

  1. Participates in quality assessment and enhancement initiatives within the facility.
  2. Ensures accuracy of new resident information against the Admission Fact Sheet and payer documentation.
  3. Reconciles daily census records with nursing head counts.
  4. Reviews and verifies the completeness of insurance verification forms, addressing any outstanding queries.
  5. Handles state-mandated admission and discharge documentation in compliance with regulations and facility policies.
  6. Manages incoming business office correspondence and processes it accordingly.
  7. Maintains Resident Trust Accounts with precision.
  8. Records ancillary services, such as beauty and barber services, into the Accounts Receivable system.
  9. Oversees Resident Trust Fund activities, including:
    1. Balancing petty cash and obtaining necessary approvals for accuracy.
    2. Processing daily disbursements from the Trust Fund, ensuring proper authorization.
    3. Preparing and verifying disbursements from the trust, maintaining accurate records.
    4. Recording weekly disbursements and reconciling them with source documents.
    5. Documenting deposits to the trust and ensuring alignment with deposit receipts.
    6. Conducting weekly Trust Fund Trial Balance to confirm availability for future requests.
  10. Maintains non-medical files in the business office, ensuring they are current and organized.
  11. Accounts Payable Duties (if applicable):
    1. Processes invoices for payment, ensuring proper authorization for purchases.
    2. Confirms receipt of goods and services as documented.
    3. Reconciles vendor statements to ensure timely payments.
    4. Submits approved invoices and requests for checks to ensure accurate financial reporting.
  12. Payroll and Benefits Responsibilities:
    1. Prepares daily labor hours and weekly overtime reports.
    2. Processes worker's compensation claims.
    3. Handles employee information setup and changes.
    4. Manages bi-weekly payroll processing, including all updates since the last payroll.
    5. Assists with quarterly and annual reporting as required.

Qualifications

Education: High School Diploma or equivalent is required.

Experience: One year of relevant experience is preferred.

Physical Requirements: Must be able to perform physical tasks such as bending, stooping, pushing, pulling, and standing for extended periods. Requires manual dexterity for operating standard office equipment. Must have normal hearing and vision capabilities. Ability to lift at least 30 pounds and transport supplies is necessary.

Skills: Proficient in reading, writing, grammar, and mathematics. Strong interpersonal and communication skills are essential. Basic computer skills and knowledge of safety protocols are required. Must be able to communicate effectively in English, both verbally and in writing.