Office Coordinator

POSITION PURPOSE: The Office Coordinator, Billing and Payroll responsibilities include: billing management, payroll processing, and office administration. She/he will be the point of contact for both current clients and caregivers for administrative issues such as client’s invoices, payments, payroll, vacation, sick days etc. The Office Coordinator, Billing and Payroll reports to the directors and owners.

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by evolving business demands and technology.

· Collect and verify timesheets and review caregivers schedules from our scheduling system

· Calculate wages, overtime, and deductions, process payroll runs (e.g., bi-weekly), and issue paychecks/stubs

· Ensure compliance with local, state, and federal tax regulations

· Handle employee payroll inquiries and resolve issues as they arise

· Maintain employee payroll files, record & update changes such as new hires, terminations, deductions, and tax status.

· Manage sick days, time-off requests etc. for payroll provider in concert with the scheduler

· Generate, review, send and track clients’ invoices on a regular billing cycle

· Manage client accounts and outstanding balances; overdue payments, record payments and issue receipts

· Resolve billing issues and respond to customer inquiries professionally

· Maintain accurate billing records and documentation, reconcile billing statements and assist with month-end close

· Collaborate with accounting, Client Service, & ensure compliance with company policies and applicable regulations

· Address and resolve payroll and billing related issues in a timely manner

· Process Long Term Care Insurance claims and communicate with LTC agencies and clients

· Conduct background checks and Cori for new employees

· Remain knowledgeable and current on the company’s handbook

· Provide employees’ information for the purpose of Worker’s comp, unemployment, PFML etc.

· Generate billing and payroll reports as requested by management

· Maintain compliance with HIPAA and home health regulations.

· Assist with audits, compliance reviews, and other administrative duties as needed.

· Excellent organizational and time management skills and detailed oriented

· Strong numerical, analytical. Proficiency with Microsoft Office, primarily Excel, billing/account software (QuickBooks)

· Experience with payroll processing, invoicing, reconciliation, accounts receivable/accounts payable preferred

· Present a well-groomed image that reflects the professionalism of the business.

· Ability to plan, organize, prioritize, and accurately complete work activities within allotted deadlines while managing interruptions.

· Work independently and proactively with minimal direction and/or supervision.

· Eligibility to lawfully work in the U.S.

· Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs, driving and moving intermittently during working hours.

· Responds to general inquiries, requests for information, follows up, as appropriate and refers complex non-routine inquires to Directors or appropriate party.

· Must be able to maintain verbal and written communication with co-workers, leadership team, clients, family members, vendors and all business associates within or outside the Agency.

· Competitive pay

· 401K

· Paid time off

· Earned Sick time

· Family and Medical leave

· Bereavement

· Opportunity for growth

· Supportive management team