Office Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Bonus based on performance
• Company car
• Competitive salary
• Opportunity for advancement
• Paid time off
• Training & development

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 clients invoices, payments, payroll, vacation, sick days etc. The Office Coordinator, Billing and Payroll reports to the directors and owners.

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

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 companys handbook

Provide employees information for the purpose of Workers 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.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma or higher education
• Associate degree in Bookkeeping, Accounting, or Business Administration preferred but not required
• 2+ years of experience in a billing and payroll position
• Experience with processing payments & transactions and familiarity with billing systems or financial software is a +
• Understanding of payroll laws, tax regulations, and accounting principles.

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

• Strong understanding of payroll processes, tax laws, and IRS regulations 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.

• Strong verbal and written communication skills
• Knowledge of Worldpay, Wellsky, Clearcare and Viventium a +

Eligibility to lawfully work in the U.S.

PHYSICAL/ENVIRONMENTAL DEMANDS:

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.

Benefits:

Competitive pay

401K

Paid time off

Earned Sick time

Family and Medical leave

Bereavement

Opportunity for growth

Supportive management team