Job Description

Administrative Functions:

Maintain a good work rapport with inter-departmental personnel.

Assist in planning, developing, organizing and implementing departmental activities as directed.

Assist coordinating departmental service with other departments.

Adhere to all WHV policies and procedures.

Perform administrative duties such as: filing, completing forms, reading memos and attend meetings, as directed.

Create and maintain a good customer service environment.

Training/In-Service Attendance:

Attend and participate in all required in-services and educational classes.

Attend and participate in workshops, seminars and coursework, as directed.

Safety and Sanitation:

Follow and establish safety procedures and precautions when performing the aspects of your job.

Report all injuries immediately to your supervisor.

Lift using proper technique. Assist others when directed.

Report all unsafe, hazardous conditions and equipment to your supervisor.

Maintain a work area that is clean and hazard free.

Follow all infection control procedures as they apply.

Know and follow fire and disaster plans.

Use personal protective equipment when performing tasks that might involve infectious materials.

Equipment and Supply Usage:

Report all equipment malfunctions or breakdowns immediately.

Report low or depleted supplies to the appropriate person.

Use equipment for its intended purpose.

Follow correct official procedures when using equipment.

Resident Rights:

Maintain the confidentiality of resident information.

Handle all resident property with respect.

Knock before entering into a resident’s room or dwelling.

Ensure that residents are treated fairly and with respect allowing for individuality and privacy.

Uphold the residents’ civil rights.

Regulatory Compliance:

Follow all OSHA, CDC guidelines.

Review book of Material Safety Data Sheets prior to working with any chemicals.

Treat all team members fairly and equally without regard to race, color, creed, national origin, age, sex, religion, handicap or marital status.

Adhere to all local, state or federal regulations as they apply.

Completes annual compliance training and exhibits behavior as set forth by the code of conduct in the performance of their duties.

Abides by White Horse Village’s code of conduct in the performance of their duties.

Committee Function:

Serve on committees as assigned.

When serving on a committee, participate to the fullest of your ability.

Professional Accounting Functions:

Resident Billing Functions (Non-Medicare)

1. Reconcile monthly service fees.
2. Input, Analyze, and Reconcile resident census for housekeeping, dining, salon, wellness, RSSP, Sales and Marketing Incentives and Programs, for any related ancillary adjustments.

3. Input and update new/existing resident profiles.
4. Print and mail resident statements.
5. Produce special function billing.
6. Answer resident billing questions.

7. Print all necessary reports.
8. Reconcile AR detail register to general ledger.

1. Close monthly billing process.
2. Make Management aware of billing problems/concerns as needed.

Health Care Billing Functions (Medicare):

1. Assist in answering Health Care resident billing questions from Third Party Billing Vendor.
2. Participate in monthly Triple Check meetings to review billed days and charges.
3. Make Management aware of billing problems/concerns as needed.
4. Run the Provider Statistical & Reimbursement Report (PS&R) for White Horse Village Med A reported days, reconcile on a monthly basis and provide to the cost report preparer annually.

Maintain Entrance Fee Amortization (Actuarial System)

1. Enter new residents and entrance fees in actuarial system and GL
2. Process unit transfers, move-outs and deaths
3. Record applicable refunds in actuarial system and GL

Cash Receipt Functions:

1. Input deposits into Cash Receipt Systems (Matrix) software.
2. Update Endowment contributions list
3. Prepare and record journal entries for miscellaneous cash transactions.

Fixed Assets:

1. Maintain a spreadsheet of all fixed assets and reconcile to the budget and general ledger. Maintain a spreadsheet that tracks all capital purchases to budget.
2. Record monthly depreciation for fixed assets.

Accounts Payable Functions:

1. Verify invoices for proper coding and approval and refer any problems to department director for resolution.
2. Compile and submit sales and use tax reports.
3. Assist with the preparations of year-end 1099 Tax Statements.
4. Prepare Annual Unclaimed Property report.
5. Maintain Accounts Payable software and approval workflow.
6. Export invoice file from accounts payable software and import into Matrix
7. Prepare invoice register, check register, and create NACHA for ACH payments (for Bank) and export file for third party check / vcard payment processer.
8. Reconcile accounts payable trial balance to general ledger.
9. Make Management aware of accounts payable problems/concerns as needed.

General Ledger Functions:

1. Assist with the input of general ledger transactions into work papers.
2. Assist with the reconciliation of work papers, Matrix system data and external sources to general ledger.
3. Assist in the maintenance of work papers.

Other Functions:

1. Perform all other duties as assigned by the Controller, Sr. Director and/or the Vice-President of Finance.
2. Maintain all electronic files.
3. Maintain competency in the use of Excel, Word, Windows operating system, Power Point, Matrix Systems, and all other computer applications as necessary.
4. Comply with all GAAP and corporate accounting principles, policies and procedures and payroll rules and regulations.