Business Office Assistant

Overview

We are seeking a detail-oriented and dependable Business Office Assistant to join our team. This role is responsible for managing accounts payable, processing payroll, and maintaining employee records, while supporting overall financial and administrative operations. The ideal candidate is organized, trustworthy, and able to manage multiple priorities while maintaining strict confidentiality.

Supervision and Direction:

The Business Office Assistant receives general supervision and direction from the
Business Office Manager and will comply with established policies and procedures. In the absence of the Business Office Manager, the Business Office Assistant will accept advice and instruction from the
Executiver Director.

Key Responsibilities

• Process and manage all accounts payable functions, including invoice entry, coding, approvals, and timely payments
• Process bi-weekly payroll, ensuring accuracy of hours and wages for hourly employees
• Maintain and organize employee personnel files in compliance with company policies and regulatory requirements
• Track and maintain contracts, invoices, and payment records
• Work closely with department heads to ensure proper expense allocation and payroll accuracy
• Respond to vendor and employee inquiries and resolve discrepancies in a timely manner
• Assist with monthly, quarterly, and year-end financial reporting
• Support audits, including payroll and financial audits, as needed
• Ensure compliance with company policies, labor laws, and applicable regulations
• Answers the telephone in the administrative office.
• Serve as a liaison between employees and the leadership team in relation to payroll.
• Other tasks as requested by supervisor.

Qualifications

• 2+ years of experience in accounts payable, bookkeeping, and/or payroll processing
• Experience in healthcare, assisted living, or long-term care setting preferred
• Knowledge of payroll practices, wage and hour laws, and employee recordkeeping requirements
• Strong knowledge of accounting principles and financial practices
• Experience in Sage and UKG software is preferred
• Excellent attention to detail and organizational skills
• Strong communication and problem-solving abilities
• Ability to handle sensitive financial and employee information with integrity and confidentiality

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