Billing and Administrative Support Specialist

Position Summary:

The Billing and Administrative Support Specialist is responsible for supporting the financial, administrative, and contractual functions of the agency. This role ensures accurate billing, effective administrative coordination, and compliance with funding contracts and service agreements. The position plays a vital role in supporting the agency's mission by ensuring smooth internal operations and accountability with a focus on customer service and collaboration with community funders.

Role and Responsibilities This person’s job responsibility includes, but are not limited to, the following:

Welcome CAC clients and guests and provide excellent customer service

Cover front desk to receive and direct phone calls, take messages, and welcome guests

Assist with setups of refreshments for guests benefit

Provide basic information on CAC services and tour dates

Responsible for agency contract billing across multiple programs

Collect, organize, and enter client demographic information into trackers and databases

Organize billing data from multiple sources by creating trackers and entering into billing systems.

Perform regular audits of billing information to eliminate errors in Extended Reach and external billing systems.

Provide weekly updates to team leaders on utilization and other key data from billing systems

Create monthly, quarterly, and semi-annual reports based on contract billing and submit to appropriate funders

Assist with month-end closing and financial reporting as needed

Coordinate with the accounting team to ensure proper processing of contract-related billing.

Provide Support to CAC programming through signing in/out children and communicating with parents

Review and correct sign/in out documentation as needed to support programming teams

Contact families and coordinate with clinical team to obtain missing documentation for client files

Process and track agency payments and manage receipts for submission to accounting

Manage petty cash and allowance system for the CACMaintain confidentiality of sensitive billing and financial information.

Other duties as requested/or assigned by supervisors.

Physical requirements:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.

The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Competences:

Communication Accuracy Problem -solving & Initiative Organization/ File Management Qualifications and Education Requirements Minimum of a High School diploma, College degree preferred

Previous billing experience a plus Computer expertise in Microsoft Office, Outlook and Excel Strong organizational skills and attention to detail.

Good interpersonal skills and the ability to interact with multiple generation levels

Ability to communicate effectively with diverse teams and external partners.

Demonstrates accountability and responsibility for daily work Demonstrates a commitment to service excellence and quality improvement

High level of discretion and professionalism with sensitive information.

EOE
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