Accounting Assistant

Position Title: Administrative Assistant
FLSA Status: Exempt
Manages: N/A
Reports To: Office Manager

GENERAL SUMMARY:

The Administrative Assistant is responsible for maintaining office supplies, handling
office-related functions, and assists Office Manager with ensuring an efficient
collaborative office atmosphere. He/ she also provides administrative support to the
Administrative office staff.

PRINCIPLE DUTIES:

Essential Job Duties:

• ACH collection from residents (monthly).
• Filing and organization of the Finance/Accounting Office.
• Input and record posting of resident payments, charges and credits to proper account.
• Maintain and update resident and AP files.
• Input and record posting of all approved accounts payable invoices.
• Perform weekly check runs.
• Work with vendors to resolve accounts payable issues.
• Monitor and assist with collection of accounts receivables.
• Prepare and mail/deliver monthly resident billing statements for independent living and assisted living.
• Assist with Long Term Care Billing on behalf of the resident.
• Prepare daily bank deposits and delinquent accounts (collection) letters.
• Report delinquent accounts to Chief Financial Officer.
• Work with residents to resolve problems from monthly billings.
• Attend in service training and education sessions as assigned.
• Familiarity with emergency procedures and may be required to help with evacuations.

Other Duties:

• Exercise administrative judgment and assumes responsibility for decisions and results within the functional area. Accounts Receivable/Payable Specialist position does not direct the activities of staff or of a function. Ability to know when to refer problems to Supervisor.
• Maintain confidentially of all resident information; adheres to accounting practices to ensure that resident funds, where applicable, are maintained in accordance with current federal and state regulations and guidelines.
• Use Microsoft Office 365, MatrixCare and other applications to assemble, manipulate and/or format data and reports.
• Operate as a member of a team both within the department and across departments.
• Perform other duties as assigned.

Qualifications:

• High School Diploma.
• Position requires a minimum of one to two years related experience.
• Ability to understand and follow instructions in English, communicate effectively, and perform simple arithmetic. Ability to understand measurements and conversions.
• Possess and exhibit a strong positive attitude toward customer service and uphold the philosophy of the community.
• Excellent attention to detail.

HOSPITALITY FOCUS:

BayWoods of Annapolis fully embraces a culture of hospitality. To that end, we include
the following hospitality promises as a guide for our interpersonal interactions with
residents, co-workers, and guests:

1. We greet residents, employees and guests warmly, by name and with a smile.
2. We treat everyone with courteous respect.
3. We strive to anticipate resident, employee and guest needs and act accordingly.
4. We listen and respond enthusiastically in a timely manner.
5. We hold ourselves and one another accountable.
6. We embrace and value our differences.
7. We make residents, employees and guests feel important.
8. We ask “Is there anything else I can do for you?”
9. We maintain high levels of professionalism, both in conduct and appearance, at
all times.
10. We pay attention to details.

QUALIFICATIONS:

1. Ability to communicate effectively in English. Able to perform simple
mathematics and thorough knowledge and skill in typing and word processing.
2. Bachelor’s degree preferred. Two years of AP experience preferred.
3. Ability to work under pressure, meet deadlines, be exacting in performance and
work well without direct supervision.
4. Must display a courteous, friendly and helpful attitude toward the public.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

Must be able to sit for up to 75% of the work day; must be able to stand and walk
throughout the work day. Must be able to push and pull up to 50 lbs. unassisted. Must be
able to lift up to 30 lbs. Must be able to bend and reach. Must have good manual
dexterity for typing and operation of office machinery including computer. Requires
continuous mental and visual attention to diversified operations.

BLOODBORNE PATHOGEN CLASSIFICATION

Level 3 classification for bloodborne pathogens (no anticipated occupational exposure):
the employee usually not assigned duties that will result in exposure to human blood or
bodily fluids. The employee will not render medical assistance as part of their job
description. Bloodborne pathogen training is required by this facility. Hepatitis B
vaccination is offered.

NON-CRITICAL POSITION:
This position is a “non-critical position.” This means that its functions are not needed on
a daily basis to meet basic resident needs. Employees who are non-critical are not

normally expected to report to work in emergency situations, weather related or
otherwise. Non-critical employees who are absent in these situations will not be
considered to have an unscheduled absence. If they have available PTO, they will be
paid PTO for the absence.

In emergency situations, employees whose jobs are non-critical, may be re-categorized as
critical and temporarily assigned job duties that are not defined in their job descriptions.
If so, they will be expected to report to work. The decision to re-categorize staff in an
emergency situation will be made by the Executive Director or his or her designee.
BayWoods will attempt to provide transportation to critical staff and will make
arrangements for feeding and lodging staff on site during emergency situations. Once an
employee is categorized as critical, failure to report to work may be considered to be an
unscheduled absence.

Location: 7101 Bay Front Drive,Annapolis Maryland 21403, Annapolis, MD 21403

EEO: BayWoods of Annapolis is an equal opportunity employer and prohibits employment discrimination based on race, color, age, sex, sexual orientation, religion, physical and mental disability, National origin, genetic information, or marital status.

Job Type: Full-time

Pay: Up to $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Accounts Payable: 2 years (Required)

Work Location: One location