Business Office Assistant Job Listing at Seaton Senior Living in Virginia Beach, VA (Job ID 1007358)

Description

About Seaton Senior Living

Seaton Senior Living, part of the Discovery Senior Living family of companies, is a recognized industry leader in performance, innovation, and lifestyle personalization. As one of the nation's leading senior living operators, Seaton Senior Living serves nearly 2,000 residents across the Mid Atlantic. Our communities are located throughout the Mid Atlantic—including Pennsylvania, New Jersey, Delaware, Virginia, and Maryland—where we are dedicated to creating exceptional experiences for our residents through operational excellence, personalized care, and a commitment to enriching lives every day.

We offer rewarding career opportunities that include:

• Competitive wages
• Access to wages before payday
• Flexible scheduling options with full-time and part-time hours
• Paid time off and Holidays (full-time)
• Comprehensive benefit package including health, dental, vision, life and disability insurances (full-time)
• 401(K) with employer matching
• Paid training
• Opportunities for advancement
• Meals and uniforms
• Employee Assistance Program

Our community is looking for a Business Office Assistant to join our team.  

Responsibilities:

• Assists with preparation and monitoring of all monthly billing and collection processes utilizing established policies, procedures and tracking systems.
• Assists with cash controls including the depositing and posting of cash receipts and implementing and monitoring controls over petty cash.

• Assists in the preparation of monthly invoices and the collection and recording of payments.
• Contributes and assists with the compilation of information for weekly reports.
• May assist with recruiting, payroll or other administrative tasks as needed.

• May assist with the processing of payroll and employee benefits and other team member-related records including new hire paperwork and the Employee Change Forms.
• Interacts with residents on billing/collection issues.
• Assists with the preparation and maintenance of resident files, records, and reports.

• Posts all open positions for the community and monitors applicant flow.
• Communicates regularly with ED and Department Heads on the status of recruitment efforts.
• Initiates all required background checks post offer.
• Upon offer acceptance, initiates electronic onboarding ensuring the new hire completes the information timely.
• Ensures the new hire materials/forms and documents are professional and appropriate meeting Discovery and regulatory requirements.
• Ensures all new hires complete required new hire documentation and training timely and according to regulatory requirements.
• Conducts a professional and thorough orientation with new hires, ensuring a smooth transition into the community and department.
• Monitors online learning portal classes for the new hire ensuring the new hire understands how to access and completes the training timely.
• Monitors and follows up on all PPD testing requirements, all license renewals, background checks and I-9s.
• Responds timely to all active and termed Team Member questions.
• Provides Human Resource policy guidance to both Team Members and leadership. Ensures Human Resource related policies are consistently followed.
• Collaborates BOM regarding performance management problems (Disciplinary Actions). Ensures ED and BOM are apprised of serious allegations and concerns such as discrimination and harassment.
• Strictly maintains confidentiality related to employment matters.
• Ensures Team Member Appreciation activities are carried out consistently and maintains a pulse on Team Member feedback/opinions.
• Runs Team Member reports monthly and monitors status of current Team Members. Ensures appropriate documentation is submitted by Department Head for all changes.
• Ensures documented approvals are submitted by Department Heads on change forms. Updates and maintains accurate Team Member information in the HRis.
• Ensures Department Heads have reviewed and updated their Team Members' hours each payroll and pulls applicable payroll reports/files and forwards to Payroll Partner timely.
• Provides anniversary reports to Department Heads on a monthly basis and ensures reviews are issued timely.
• Ensures Team Member injuries are documented and forwarded to W/C partner timely. Monitors status of injury/light duty and ensures appropriate medical documentation is submitted timely.
• Conducts Exit Interviews and prepares monthly/quarterly summary for ED.
• Responds to Unemployment claim detail requests and submits required documentation timely.
• Assists with preparation and monitors all monthly billing and collection processes utilizing established policies, procedures and tracking systems.
• Contributes and assists with the compilation of information for weekly reports.
• Carries out telephone answering, and reception duties as required.
• Takes complete messages with pertinent information and communicates messages to the intended recipient.
• Greets residents and visitors. Answers inquiries and gives directions.
• Collates brochures for the marketing department.
• Prepares meal tickets for team members and family members, tallies meal count sheets for the Dining staff.
• Updates the Resident Phone List and Roster and Move-In and Move-Out Register daily; Guest and Sign-In Logs as necessary.
• Manages appointments for residents and family members such as but not limited to hairdresser, transportation, etc.
• Maintains and keeps desk and entry area neat and organized.
• Organizes, distributes mail to residents, Executive Director and Department Coordinators.
• Maintains resident forms for miscellaneous credits.
• Maintains adherence to all company personnel policies and established operating policies and procedures.
• Other job duties as assigned.

• Supervises Front Desk including scheduling and shift fill ins – below is the Concierge Job Duties that would be assigned if needed.

Qualifications:

• High school diploma or general education degree (GED) required. Associates degree preferred.
• One to three years related experience and/or training; or equivalent combination of education and experience.

If having a direct impact on the lives of others is appealing to you, apply today and join our team!

 EOE D/V