Job Description

Who You Are:

Performs a wide variety of duties, most confidential in nature, including processing of information, data entry, check writing and report printing in QuickBooks Pro for the clerical and accounting functions of resident record keeping, resident billing, accounts payable, employee record keeping, and high-volume payroll; as well as some other clerical and organizational functions. Must be team player able to establish and maintain excellent working relationships, some by telephone and email.

Essential Duties and Responsibilities:

RESIDENTS’ BILLING AND COLLECTIONS

• Enter all resident move-in, base rate rent, select services charges, billing changes, entry & departures dates
• Enter & maintain resident master billing data in QuickBooks Pro (QB)
• Enter and balance pharmacy & beauty shop billing for residents
• Enter ancillary billing in QB and balance entries as well as sales tax
• Print and distribute billing reports to community
• Print and distribute to community monthly residents’ billing
• Prepare monthly Rent Roll Excel spreadsheet and balance to QB
• Handle community’s resident’s billing questions by telephone or email
• View deposits online, balance and record residents’ payments in QB
• Prepare monthly resident rate increase letters at least 30 days in advance of increase date (60 days California community), forward to ED for signature and distribution
• Maintain residents’ financial files including move-in summary and rent increase letters

ACCOUNTS PAYABLE

• Process invoices weekly as received from the community, ensuring proper approval for payment and expense coding
• Enter invoices into QB for payment
• Review vendor statements ensuring payment of all invoices
• Pay invoices in QB at the approved times and print checks in QB
• Write checks in QB
• Maintain a numerical control of general account checks
• Obtain appropriate signatures on checks
• Mail A/P checks in a timely manner
• Appropriately file paid invoices and maintain paid invoice and vendor files
• Obtain completed W-9’s from community prior to issuing checks and maintain file of completed W-9’s
• Petty cash monthly entries from community receipts, balance and issue check
• For all credit accounts, i.e. Visa, Safeway, Home Depot, obtain credit card receipts and enter charges in QB and balance statement monthly utilizing QuickBooks reconciliation

PAYROLL

• Maintain employee information file
• Enter new employee information & employee changes into QB
• Complete verification of employment and other wage earnings requests
• For payroll, enter hours worked by payroll category in QB
• Calculate retroactive wage increases and enter in QB payroll
• Balance hours entered in QB’s payroll to batch totals by payroll category
• Balance health/dental insurance payroll deductions to insurance payments with each payroll
• Process and withhold all employee garnishment of wages
• Prepare and complete process of garnishment checks to garnisher
• Calculate federal payroll tax deposit and enter in QB as check, make deposit through EFTPS meeting deposit deadline date.
• Print payroll checks or enter Direct Deposit information 2 days prior to pay day.
• Maintain a numerical control of checks for the payroll account
• Prepare PRD report for each payroll
• Prepare census budget worksheet monthly

Job Requirements:

• Must possess an upbeat, positive, flexible, and enthusiastic personality and be congenial with fellow employees, residents, and the public at large.
• Must be an honest and dependable individual.
• Must maintain proper hygiene.
• Must be professional in dress and presentation.
• Must be willing to be active during entire work shift.
• Must be able to effectively communicate verbally and in writing in Standard English and use own judgment and initiative in daily activities.
• Must be a mature individual. Must possess the ability to multi-task in a fast-paced environment and perform a variety of tasks, often changing assignments on short notice.
• Must have strong organizational skills, as well as the ability to prioritize and meet deadlines.
• Must be detail and team work oriented.
• Must be drug-free and submit to urinalysis drug screening upon hire and routinely.
• Must be able to pass a criminal background check upon hire and as required by state regulations.
• The employee shall be responsible for maintaining the integrity of Koelsch Communities.

Supervisory Requirements:

• This role does not have any supervisory requirements.

Uniform and Appearance Requirements:

• Professional business attire including closed-toed shoes. Must abide by the Koelsch Senior Communities dress code policy.

Position Equipment:

• This role is provided a laptop, monitors, and other desk/ office supplies needed.

Work Location and Travel Requirements:

• This role is a 100% on-site role. Overtime and weekend/holiday work required occasionally. In general, the workgroup avoids scheduled time off each calendar month the 1st through the 12th and during the second payroll processing of the 16th through the 22nd, however, exceptions are available upon discussion with the supervisor. Typical working schedule Monday through Friday 8:00 AM to 5:00 PM.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, carry, push, and pull up to 50 pounds, use hands to handle or feel, and reach with hands and arms.

Special Demands:

Must possess qualities of leadership, tact, and adaptability to change. Must uphold dress policy, possess a pleasant personality, be congenial with fellow employees and public, and must be capable of following oral and written instruction. Must display and use own good judgement and initiative in daily duties.

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