Business Office Manager

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CABVI is seeking a Business Office Manager to Manage various activities in the Business Office including supervising A/R, A/P, BSC accounting transactions and daily bank activities.

 

KEY JOB ELEMENTS

  • Manage A/R personnel, A/P personnel, and Business Office Assistant. Coordinate training, provide support, update job descriptions and conduct performance evaluations fairly and timely.
  • Manage the routine ongoings of the Business Office by coordinating schedules, maintaining calendars, managing keys and accesses, and overseeing office tasks as needed.
  • Review coding of cash receipts with appropriate customer identifying information.
  • Review, assist and provide backup to the Business Office Assistant for deposits, routine billings, and anything else as needed.
  • Review, process and handle recurring billings and communications with various contracted customers including but not limited to monthly children’s invoices, Early Intervention, and service contract invoices.
  • Monitor the agency’s cash flow daily for any necessary transfers. Work with the agency’s banks as needed.
  • Update pension related information and reports and provide loan payments details to empower. Provide assistance and backup for pension audits.
  • Review Low Vision medical billing outstanding balances and ensure timely resolutions.
  • Work with AP to develop, maintain and complete checklists for the entry and payment of routine invoices.
  • Review and verify weekly accounts payable payments and provide backup as needed.
  • Perform monthly reconciliations of various general ledger accounts and continuously pursue outstanding items until resolved.
  • Communicate and collaborate with the accounting team on month end tasks and reconciliations.
  • Conduct routine reviews of the AR Aging schedule to identify trends and late payment issues. Ensure AR accounts are accurate and correct them as needed.
  • Ensure AR balances are written off timely, per policy and with approval. Develop bad debt estimates yearly for the budget and reserve accounts by conducting a thorough, in-depth analysis of the schedule.
  • Identify and resolve customer/vendor account discrepancies, producing reports to drive informed financial decisions. Serve as a subject matter expert for the AP and AR functions, accounting system modules and policies and procedures.
  • Ensure the AP and AR Aging reports match their general ledger balances monthly. Research and resolve any discrepancies in a timely manner.
  • Review credit applications and perform due diligence research prior to assigning credit limits. Address new customer concerns and handle issues such as references and outstanding balances timely.
  • Maintain the agency’s information when filling out credit applications for vendors and update references and contacts yearly.
  • Provide reports as requested regarding AP and AR Aging’s.
  • Act as point of contact for staff regarding AP/AR issues, processes, policies and procedures.
  • Fill in for other business office staff, as needed.
  • Promote and maintain a strong internal controls environment.
  • Create and maintain work instruction documentation. Work with team to ensure development of work instructions for all supervised roles within the business office.
  • Assist in interim and annual audits by preparing and organizing pertinent financial documentation. Provide auditors with appropriate documentation timely, efficiently and accurately.
  • Demonstrate knowledge of computer system and use the agency’s established technologies as directed by the department based on its needs.
  • Effectively communicate with employees and maintain a positive working relationship when addressing problems and coming up with solutions. Work as part of the team to improve processes, efficiencies, communication, and promote resolutions so the agency can pursue its mission.
  • Adapt to change and complete all other duties as assigned.
  • Consistently achieve annual performance objectives.

 

COMMUNICATION SKILLS

Must have excellent listening skills and the ability to effectively respond to a variety of customer service demands. Must have ability to effectively communicate to and obtain information from staff and provide positive, meaningful feedback that strives for motivational growth. Must have excellent professional customer relations skills and be able to write business correspondences and work instructions.

COMPUTER/TECHNICAL SKILLS

Must have excellent typing and data entry skills and experience with spreadsheets and word processing. Must be willing to learn new technologies such as Microsoft Office Suite and have good security practices for sensitive information.

PHYSICAL DEMANDS

90% of job requires sitting and performing clerical duties.  Occasionally required to stand, walk and hear.  Occasionally required to reach with hands and arms, and stoop or kneel.  Reasonable accommodations may be made to enable individuals with disabilities to perform the key job elements.

WORK ENVIRONMENT

In-house position. Noise level is moderate

EDUCATION and/or EXPERIENCE

Minimum of associate degree in accounting required. Bachelor’s degree in accounting preferred. Minimum of five years of accounting experience to include accounts payable and accounts receivable required, ten years preferred. Minimum of five years of office management experience required. Prior experience with audits, credit applications, cash management, and work instruction writing a plus.

 

$61,000.00/year

 

CABVI is an Equal Employment Opportunity employer and welcomes all qualified applicants. Qualified applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data or any other legally protected status.