Administrative Coordinator

Job Description

Job Description

Company: Communication A to Z
Location: [Insert location]
Schedule: [Insert days and hours]
Pay: [Insert hourly rate or range]

Job Summary

Communication A to Z is seeking a dependable, organized, and assertive Administrative and Billing Coordinator for a small behavioral-services practice with approximately 17 staff members.

The workload is manageable, but follow-through is essential. This position is responsible for monitoring staff time, student attendance, service documentation, routine reports, billing information, and electronic records. The right person will make sure required work is completed accurately and on time rather than simply sending reminders and allowing deadlines to pass.

Medical billing knowledge is preferred. The candidate must be comfortable learning and working with an electronic medical record and billing system.

Responsibilities

• Collect and review staff time for accuracy and timely submission.
• Track student attendance and absences needed for billing.
• Monitor service notes that are received through company email.
• Confirm that staff complete notes close to the time services are provided rather than entering several notes days later.
• Identify missing, late, blank, incomplete, or unusually excessive documentation.
• Confirm that required service boxes and fields are completed.
• Follow up directly with staff when documentation or reports are missing.
• Provide clear deadlines and verify that the work was completed.
• Bring repeated missed deadlines or unresolved concerns to the Clinical Director.
• Maintain a simple tracking system for reports and due dates.
• Confirm that completed reports are sent to the appropriate recipients.
• Check that required information is entered into CareSoft or the applicable electronic record system.
• Assist with the transition to an electronic medical record and billing system.
• Help prevent billing from falling behind during the transition.
• Review billing information for missing time, attendance, service records, or other required documentation.
• Assist with tracking payments and making sure checks reach the correct location for processing.
• Create and organize SharePoint folders when needed.
• Save contracts and routine administrative documents in the appropriate folder.
• Organize office paperwork and make sure important documents are placed where they belong.
• Assist with employee and student paperwork according to company procedures and the employee handbook.
• Support the administrative setup of the school program.

Staff Accountability

This position requires firm and professional follow-through.

When staff work is missing, the Coordinator is expected to:

1. Tell the staff member exactly what is missing.
2. Give a clear deadline for completion.
3. Check that the work was completed.
4. Follow up directly if it remains incomplete.
5. Document repeated missed deadlines.
6. Bring unresolved concerns to the Clinical Director.

Sending a reminder alone does not complete the responsibility. The Coordinator must follow the item until it is completed or formally escalated.

Documentation Expectations

The Coordinator is not expected to clinically review every service note.

The Coordinator will check whether notes are:

• Completed on time.
• Complete enough to support the service provided.
• Entered with the required service boxes and fields.
• Brief, relevant, and understandable.
• Detailed enough when an important behavioral, medical, safety, environmental, or follow-up issue occurred.

Notes should not be blank when meaningful information needs to be communicated. They also should not contain unnecessary minute-by-minute descriptions of routine activity.

Qualifications

• Strong organization and follow-through.
• Ability to communicate firmly, professionally, and respectfully.
• Experience with office administration, billing, healthcare, behavioral services, education, or a related setting.
• Medical billing experience or the ability to learn medical billing procedures.
• Comfortable using email, Microsoft Office, SharePoint, electronic records, and billing software.
• Accurate data-entry and recordkeeping skills.
• Ability to maintain confidentiality.
• Ability to work independently without repeated direction.
• Comfortable holding staff accountable for routine deadlines.
• Reliable attendance.

Preferred Qualifications

• Experience with medical or behavioral-health billing.
• Experience using an electronic medical record system.
• Familiarity with CareSoft.
• Experience reviewing staff time, attendance, service documentation, or billing records.
• Experience working in behavioral health, developmental services, education, residential services, or healthcare.

Ideal Candidate

The ideal candidate is someone who:

• Notices when something is missing.
• Follows through until routine work is completed.
• Is firm without being rude.
• Keeps systems simple and organized.
• Does not allow documentation or billing to fall behind.
• Knows when to handle an administrative issue independently and when to involve the Clinical Director.
• Understands that deadlines are requirements, not suggestions.

How to Apply

Please submit a résumé and a brief statement describing:

• Your administrative or billing experience.
• Any experience with medical billing or electronic medical records.
• How you have handled employees who repeatedly failed to submit required work on time.

For ZipRecruiter, I would use Administrative and Billing Coordinator as the title. It is accurate, searchable, and does not make the position sound like a corporate office-manager job.