Position: Business Office Specialist

FLSA Status: Non exempt, hourly

Supervision: Project Director/Assistant Director

Hours: Monday thru Friday 8am – 5pm

Position Description: We are looking for a Business Office Specialist to organize and coordinate administrative duties and office procedures. This position is a mix of HR, finance, quality assurance and recruitment tasks. These duties include but are not limited to all aspects of employee recruitment (posting job openings, setting up and participating in interviews, conducing background checks and completing new hire paperwork), and ensuring employee file compliance. Under the finance you will be responsible for coordinating with the accountant in the Provident office regarding accounts payable and receivable, collect and review all timecards and mileage for payroll, accurate and timely submission of payroll and all Paycor services. This position will work with the benefits coordinators regarding health, vision, dental and 401k set up and assist in coordinating and managing insurance contracts for billing with the billing specialist. This position requires an organized, detail-oriented person that can multitask. A successful business office specialist should have experience with areas of finance, a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative and accounting duties.

ESSENTIAL FUNCTIONS AND KEY RESPONSIBILITIES:

• Complete all aspects of employee recruitment and onboarding
• Coordinate with IT department on all office equipment and setting up new employees for email access
• Work with Aura regarding new users or users to deactivate
• Oversight of accounts payable and receivable including coordination with Provident Accountant for bills needing paid
• Complete HR paperwork for new employees (background checks, NHPW packet, health insurance benefits)
• Update and ensure staff files are in compliance
• Update Paycor regarding new employees, terminated employees or change in status forms
• Enroll new staff in insurance benefits when applicable
• Track office furniture, equipment, and key inventory
• Inventory and track any office supplies ordered
• Monitor insurance contracts for billing specialist
• Oversee contracted entities for renewal of contract and payment of services
• Support front desk receptionist as needed
• Other duties as determined by the Project Director or Assistant Director

• Competitive salary starting at $25.00-$28.00/ hour based on experience/education

• Medical, Dental and Vision plans

• Paid Time Off

• Flexible schedule

• Ability to work remotely if needed

EDUCATION/CERTIFICATION:

• Bachelor’s degree in business administration, accounting or related field

• Will accept AA with 2 or more years’ experience in business office/ management

SKILLS/EXPERIENCE REQUIRED

• Strong finance/accounting skills
• Experience in administration and business
• Strong organizational skills
• Proficiency with Microsoft Programs
• Strong oral and written communication skills.
• Proven experience as business office manager, Front office manager or Administrative assistant
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements