Job Description

Little Sisters of the Poor

Resumes please be sent to: 

phdonations@littlesistersofthepoor.org

JOB TITLE: Business Office Coordinator

REPORTS TO: Mother Superior  

JOB OBJECTIVE AND MISSION

Coordinates financial operations for the Home. Responsibilities include, but not limited to: ensuring the proper implementation of sound internal controls in accordance with the Home’s standards and philosophy. Assures the financial procedures are in compliance with current federal, state and local standards, guidelines and regulations. 

The Business Office Coordinator will carry out duties in keeping with the mission of Little Sisters of the Poor, namely the caring for the aged poor with love, respect and dignity. “Making the elderly happy, that is what counts” was a saying of the Little Sisters of the Poor foundress Saint Jeanne Jugan. Central to this philosophy is the promotion of a holistic approach for our Residents in an atmosphere of kindness and respect in creating a family spirit.

JOB STANDARDS:

The Business Office Coordinator must have:

• An Associate degree in Accounting, Business or similar area of study
• 3 – 5 years’ experience working in an office environment
• Ability to work with little supervision
• Self-motivation and initiative
• A love of working with details
• Excellent verbal and written communication skills

JOB RESPONSIBILITIES AND DUTIES:

*Essential job duties

The Business Office Coordinator will:

• * Assist with counting any cash receipts and make bank deposits.
• * Assist with credit card purchases and statement reconciliations.
• * Maintain petty cash. Act as back-up for Residents’ petty cash.

• * Review and sign off on residents’ trust bank reconciliations.
• * Assist with purchases of goods and services.
• * Manage vendor receiving documentation and enter into financial system.
• * Assist Mother Superior when she approves vendor payments.
• * Assist with accounts receivable as needed.
• * Maintain inventory of all office supplies.
• * Coordinate and complete regulatory reports, including surveys and cost reports.
• * Coordinate the surety bond between Alpers and the Home.
• Assist with administering mobile telephones.
• Assist Development office with maintaining an accounting of commodities (donated goods).
• Act as liaison for maintaining copiers.
• Manage bank account administration, including updates to authorized signors.
• Maintain records and renew licenses and tags for automobiles. Maintain mileage logs.
• Assist Mother with any correspondence.
• Assist with maintaining administrative and financial files, including archives.
• Go to post office when necessary.
• Handle issues with vending and coin machines.

WORK SETTING/ENVIRONMENT:

The Business Office Coordinator will perform work primarily indoors, but may attend meetings/seminars outside of the facility or may participate in outdoor activities of the Home. The work environment is well lighted, clean and suitable to tasks performed by the employee within temperature control standards that govern a skilled care facility. The potential at risk factor pertains to Category I exposure to blood, body tissue, fluids, with occasional exposure to hazardous materials and bodily injury/illness. Seldom are there exposures to toxins.

EQUIPMENT OPERATED:

The Business Office Coordinator will be expected to operate a variety of equipment, i.e. desk top computer, laptop computer, printer, scanner, copy machine, calculator, fax machine and telephone.

PHYSICAL AND COGNITIVE REQUIREMENTS TO PERFORM THE ESSENTIAL JOB FUNCTIONS:

Business Office Coordinator is able to:

• Perform simple motor skills such as standing, walking, sitting, etc. Able to use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, stretch, crouch or crawl; talk; hear;
• Remember simple and multiple tasks and assignments given to self/others, ranging from short to long periods of time. Must be able to concentrate on moderate to fine detail with constant interruption. Must attend to task/function for more than 30 minutes at a time;
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus;
• Adequate hearing to answer telephone calls, respond to emergency alarms and communicate effectively with others;
• Communicate effectively in English, both in writing and speaking;
• Cognitive ability to consistently understand theories behind several related concepts, comprehend, remember, and follow multiple tasks/directions over long periods of time. 

EMPLOYEE RESPONSIBILITY IN AN EMERGENCY:

The Business Office Coordinator is expected to respond to emergency situations involving the safety of Residents, other employees and the facility. This includes the ability to assist with a possible evacuation of Residents.

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