Elderwood is seeking a Human Resources Business Office Manager for an onsite role in Fairport, NY. In this position, you will lead HR administration and business office functions for the site, overseeing recruiting, onboarding, offboarding, performance management, payroll support, and private pay billing and collections. The role also supports documentation, compliance, and day-to-day coordination to keep operations running smoothly for residents, staff, and third parties.
What you’ll do
- Manage timely sourcing, interviewing, and onboarding of candidates through the Applicant Tracking System (ATS).
- Maintain accurate weekly reporting for open positions and support recruitment marketing activities, including facility-based events such as open interviews and job fairs.
- Oversee internal posting processes, including facility-to-facility transfers for involved employees.
- Promote, track, and administer the Employee Referral Program, including timely referral bonus payouts.
- Complete new hire paperwork and ensure employment regulatory requirements are met, including reviewing benefit program eligibility, describing benefit plans, and confirming enrollment completion.
- Schedule General Orientation sessions and provide the HR training component for new hires.
- Obtain required regulatory documentation for licensed and certified personnel at hire and annually thereafter, including professional licenses and life safety certifications such as CPR.
- Arrange training when required certifications are not in place, and obtain required medical documentation for applicable new hires (Measles, Rubella, and TST).
- Coordinate new hire physicals and ensure all personnel actions are documented appropriately, including location, address, rate of pay, status changes, disciplinary actions, and signature receipts.
- Maintain personnel records in line with regulatory agency requirements and Elderwood’s HR Policy & Procedure Manual.
- Initiate probationary and annual performance evaluation processes, and administer 30 Day New Hire Surveys and Exit Interviews per company policy.
- Support wage verification for social service agencies, insurance, mortgage companies, and similar entities.
- Support onboarding and access needs by ordering name badges, business cards, and computer access as required.
- Process employee termination in a timely manner, maintain staff rosters across multiple databases, and ensure termination data is reported to payroll within one pay period of the termination date.
- Coordinate uniform benefit allowances, including fitting and uniform acquisition under the allowance program.
- Ensure all departments maintain master schedules using the timekeeping system.
- Distribute and track eligible employees’ information related to the company benefits package, monitoring pending enrollments and following up to verify completion.
- Enter and maintain employee data in ADP HRIS, assist employees with benefit and payroll inquiries, and administer timekeeping by reviewing employee timecards for accuracy and approvals.
- Run reports from ADP reporting and review personnel policies and procedures, communicating benefit program details to staff.
- On termination, distribute documentation related to benefits including Health Insurance, 401K, Life Insurance, and Dental Insurance.
- Compile and track leave of absence paperwork, maintaining compliance with FMLA and other regulatory leaves, and communicate return-to-work expectations.
- Respond to unemployment insurance claims in a timely manner; represent the company in UI and WC hearings when necessary.
- Compile and submit information for unemployment, Worker's Compensation, and disability claims, and maintain the OSHA 300 log.
- Triage employee concerns and issues, escalating to the Administrator and/or EAS HR when appropriate, and maintain consistent application of policy including corrective disciplinary actions and a disciplinary log.
- Support recognition and retention programs (Employee of the Month, birthdays, anniversaries) and support performance management and employee development through HR counsel and best practices.
- Support culture through multiple avenues that contribute to company goals and employee satisfaction and retention.
- Plan and execute company events and meetings (remote and in person) to support team bonding, culture diffusion, and ongoing organizational learning.
- Oversee establishment, transactions, record-keeping, and quarterly reports related to resident communications, including bank reconciliation to resident accounts.
- Initiate billing for residents paying for care with private funds, including Medicaid Pending and Resources, and notify resident and/or responsible parties of Medicare and insurance coverage status.
- Verify insurance coverage, assist with requests from third-party payers and Medicare, and ensure responses are timely and reviewed with the facility PPS expert.
- Receive payments, apply income to resident services, and forward payments to the Posting Clerk, including reconciling dietary deposits and forwarding applicable information to the Posting Clerk.
- Obtain Medicare A and B (or other third-party billing) information for reimbursement, obtain Medicaid billing information for reimbursement, and support administrator collection activity, including approved bad debt write-offs forwarded to the Director of Accounts Receivable.
- Greet new residents and/or responsible parties; provide billing and safeguarding of funds information; answer rate-increase inquiries; and complete admission paperwork, ensuring required signatures.
- Enter resident information changes in the applicable software, respond to responsible party and resident requests for financial records, and prepare rebates of account balances upon discharge or expiration for Director review.
- Notify County Medicaid Offices of applied income changes, receive and refer information related to Medicaid eligibility (including monthly Medicaid rosters), and reconcile monthly census resident days with total billed days for room and care.
- Reconcile accounts at month-end, post transactions to proper accounts, verify ancillary charges (as applicable), and review and process monthly pharmacy bills, balancing invoice reports and entering charges.
- Enter oxygen and private room differential charges, monitor aging analysis for outstanding accounts, prepare collection entries in the Credit Management system, and support deposits and cash posting as needed.
- Process check requisitions, oversee facility petty cash transactions, and maintain gift certificate records issued in residents’ names.
- Prepare and submit aging reports and Monthly Report Statistical Summary forms to the Administrator and Director of Accounts Receivable, complete month-end processes, and prepare year-end documents for financial audit.
How you’ll work
- Apply knowledge of all policies and procedures and act as a resource for staff seeking guidance and explanation.
- Oversee HR initiatives, strategies, systems, and tactics, while demonstrating strong customer service toward residents, staff, and visitors.
- Respond flexibly to changing situations and reprioritize work as needed.
- Support team management through HR counseling, mediation, workshops, training, and best practices, including guidance for non-performing employees and employee skill development.
- Research, develop, write, update, communicate, and enforce company policies and procedural guidelines.
- Maintain company systems including LMS, ATS, and HRIS for an efficient, employee-friendly HR experience; use electronic timekeeping as directed.
- Comply with facility requirements including punctuality, dress code (including wearing a name tag at all times), and policy regarding electronic devices, computers, and tablets.
- Support and abide by Elderwood’s Mission, Vision, and Values, and follow the business code of conduct, compliance and HIPAA policies.
- Perform other duties as assigned by the supervisor, management staff, or Administrator.
Required qualifications
- Bachelor’s or Master’s degree in Human Resources, Business, or a related field OR a minimum of five years of experience in a Human Resources management role.
- At least one year of demonstrated business training, including typing and bookkeeping.
- PHR is preferred.
- Demonstrable knowledge in state and federal labor laws, including FMLA, OHSA, and COBRA.
- Prior recruitment and employee onboarding experience.
- Prior payroll and benefits experience strongly preferred.
- Proficiency in Microsoft Office, strong organization, and attention to detail.
- Strong written and verbal communication skills.
- Ability to prioritize responsibilities in a fast-paced environment.
- Ability to self-manage and work autonomously.
- Regular interaction with residents, coworkers, visitors, and/or supervisors requires intermediate or more advanced English reading, writing, speaking, and understanding.
Salary and logistics
- Location: Fairport, NY (onsite)
- Salary: USD 62,354 to 67,000 per year
- Minimum experience: 5 years
Technologies used
- Applicant Tracking System (ATS)
- ADP HRIS
- ADP reporting
- Time and attendance system
- Credit Management system
- LMS and HRIS
- Electronic timekeeping system
- Microsoft Office
Human Resources/Business Office Manager overview: The Human Resources/Business Office Manager supports business operations by managing HR administration and execution, including recruiting, onboarding, offboarding, performance management, payroll, and general HR activities for the site, along with billing and collection of private pay accounts and oversight of resident business office functions and related records (and Business Office Clerk supervision, if applicable).
Skills and competencies: Problem solving, customer service, decision making, and excellent communication.
