Billing Administrator

Angel of God Resource Center, Inc. Position Title

Billing Administrator

Reports to:

Director of Fiscal Services

Billing Administrator manages the invoicing process, which includes preparing and sending invoices, tracking payments, and reconciling accounts. This role involves ensuring billing accuracy, resolving discrepancies, and providing customer service for billing inquiries.

The position requires awareness of agency policies and procedures and coordination of assignments under the direction of the Director of Fiscal Services. The administrator prepares Monthly billings by AOGRC before policy due date for approval and assists with maintaining adequate and ongoing policies and procedures within the agency and its vendors.

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

• Key responsibilities include generating financial reports and maintaining records.
• Collaborating with other departments to ensure a smooth billing cycle.
• Provide concise understanding of the agency’s program operations and assist with policy and procedures revisions.
• Gather required information for agency billings with semi‑monthly updates (e.g., IYIP, DHS/DRS, SNAP, Supportive Services, and Placement).
• Complete DHS/DRS billings by the fifth (5th) working day of the month.
• Provide a schedule of billing amounts with reimbursement from AOGRC and by contract reimbursement; schedule must balance to the Profit and Loss Report from Quick Books.
• Maintain AFLAC monthly Analysis Report.
• Maintain ADP invoices and Pension‑401(K) schedule of all eligible individuals, matching invoices/charges.
• Type up purchase orders and place orders when necessary.
• Maintain tax‑exempt documents, insurance certificates, and position descriptions.
• Log in and maintain student/Independent contractor master list per program.
• Follow up with missing documents.
• Complete quarterly reports on Funding Sources.
• Assist with audit per request.
• Provide weekly reports on activities completed.
• Attend required meetings and training.
• Maintain agency‑wide calendar/meetings and due dates.
• Maintain list of agency’s MOUs, Linkage Agreements, Sub‑Contractors, Employers and ensure all required documents such as W9s, insurance, brochures, and website reviews are in place.
• Work with Accounts Receivable Administrator maintaining an updated list of all AOGRC worksites and employers by location.
• Assist with maintaining updates/revisions to policies and procedures, Financial Management Policies, Risk Management, Personnel, CARF, Grant Contract Renewal (e.g., IYIP, Teen Reach, DHS/DRS, SNAP, Illinois State Board of Higher Education and Workforce Development).
• Retire Plan Analysis.
• Get monthly schedule of Sick and Vacation Balances from Fiscal/Accounts Receivable/Payable Administrator.
• Work with Accounts Receivable/Payable Administrator maintaining copies of all evaluations for the Executive Officer file; the Executive Officer will keep files on those they supervise in her office.
• Learn the GATA System and ICQ.
• Learn Quick Books, set up budgets, and perform Bank Reconciliations.
• Maintain emails, directory, and passwords for the agency.
• Maintain an updated list of agency trainings per fiscal year requirements; log in topics and dates.
• Perform other tasks assigned by the Executive Officer, including preparation of course proposals, audits, curriculum, and specifications.
• Prepare memorandum used for lead staff on AOGRC Projects.
• Strong computer skills including Word, PowerPoint, Excel, and other spreadsheet applications.
• Strong organizational skills and attention to detail.
• May assist with CARF accreditation.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge required.

• Ability to prepare and maintain accurate reports and records.
• Ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships.
• Must pass acceptable background check.

• Associate degree plus possession of a comparable diploma and seven (7) years of management experience, two…