HR & Business Office Manager

The Citadel of Wilmette is seeking a HR & Business Office Manager (BOM) to join their team. Under the direction of the Home Office and regional Human Resources teams, and with daily guidance from the Administrator, the HR & Business Office Manager is responsible for all payroll submissions, Human Resources activities, and Business Office functions at the facility level. This includes ensuring compliance with current federal, state, and local employment regulations, supporting recruitment and retention efforts, managing the timely collection of accounts receivable from all payor sources, maintaining accurate trust accounting records, updating accounting systems, and overseeing billing, census data, and resident account statements.

• Responsible for ensuring a candidate’s record is moved correctly through the Applicant Tracking System (ATS), including training hiring managers on the process.
• Completing background checks through ATS links prior to new hires starting.
• Ensuring fingerprinting process is started prior to new employees starting.
• Entering employees into the HRIS system following background check completion and ensuring new hires complete all onboarding steps.
• Ensuring the Personnel Action Notice (PAN) is complete for all status changes, including new hire, full time/part time changes, pay changes, transfers, termination, etc.
• Scheduling and presenting HR topics in weekly new hire orientation using all provided materials.
• Working with administrator to ensure all facility managers are included in the new hire orientation and present their material, as provided.
• Reviews, manually corrects, enters deductions, and submits payroll for processing.
• Participates and/or leads various recruiting initiatives which may include job fairs, partnerships with schools, and managing social media accounts.
• Responds to employees’ questions and complaints and works with all managers to ensure disciplinary actions are consistent throughout the facility.
• Leads investigations of harassment and other ethical and safety matters, as needed, ensuring confidentiality throughout the process.
• Manages FMLA and other leaves at the facility, following the process and ensuring compliance with HIPAA.
• Follows all policies and procedures and trains facility employees on company policies and procedures.
• Responds to verification of employment requests, garnishments, disability claims, WOTC requests, and processes medical support orders.
• Maintains OSHA files and annually submits and posts OSHA required documents.
• Acts as the sole resource at the facility for all benefits and handbook‑related questions, working with regional and home office HR team if resolution not achievable at the facility level.
• Maintains all employee files at the location for state review and compliance purposes, following the guidelines.
• Owns the HR bulletin board postings, including mandatory State and Federal posters, OSHA logs, and benefits/payroll news.
• Enter and balance daily census in Point Click Care .
• Complete RFMS authorizations for new Medicaid/Medicaid pending residents. Open RFMS account if necessary.
• Apply representative payee for social security and/or change of address.
• Verify responsible party in Point Click Care  has a complete address and phone number for statements and collection calls upon admission.
• Prepare and scan deposits.
• Update corporate office on all Medicaid changes including admissions, discharges, payer changes, and income changes.
• Rerun Medicare and Medicaid eligibility monthly for all residents.
• Make weekly collection calls to families for private pay, resident liabilities, and any other outstanding accounts.
• Make notes in the resident file under Collections Tab to track progress.
• Complete Medicaid redeterminations and re‑authorizations.
• Complete Medicaid pending report.
• Attend Medicare meeting.
• Run current eligibility and review for all Medicare residents to ensure coverage/days.
• Reviews daily work assignments to ensure they meet regulatory compliance and provide consistent staffing whenever possible.
• Manages the Business Office staff, scheduling breaks, writing performance reviews, and…