Accounts Receivable Manager

Spectrum staff provides support for many aspects of life for people with intellectual and developmental disabilities. Spectrum believes that people with developmental disabilities deserve every opportunity to live their best life, free of judgment. Spectrum Support helps people with developmental disabilities overcome the challenges they face, fight stigmas, and find new, exciting ways to live their life how they choose to.

About the role

In your role as the Accounts Receivable (AR) Manager, you are responsible for managing all revenue/receivables, primarily with our government funding partners (Developmental Disabilities Administration (DDA)/Centers for Medicare/Medicaid and Division of Rehabilitation Services (DORS)), some private-pay or donation revenue. Cash flow is mission-critical because payroll for Direct Support Professionals (DSPs) and Employment staff is usually the largest expense and must be met even when state reimbursements are delayed. Your position's engagement with both the fiscal team and the program team is key to ensuring the integrity of our billing systems and its link to quality programming.

Responsibilities

• Generate and deliver accurate invoices/claims for services rendered each month, ensuring 100% of revenue earned is billed in the correct period, accurately and timely.
• Utilize internal and external systems (CIMS/LTSS/QuickBooks) to track and reconcile each invoice/claim, ensuring payments are received and addressing non-payments or over-payments.
• Follow generally accepted accounting principles (GAAP) to ensure Spectrum’s billing is supported by documentation that meets internal quality standards and external funding partner requirements.
• Work with the program team to ensure people with IDD have an active waiver or that waiver renewals are processed timely and accurately to minimize lost revenue.
• Oversee all aspects of Spectrum’s billing and reconciliation of payments each month, including claims submission to state DDA systems (e.g., CIMS, LTSS) and invoicing submissions to the state DORS portal.
• Ensure service documentation from Directors is complete and submitted on time (authorizations, progress notes, attendance logs, goal tracking) to prevent claim denials.
• Reconcile DDA payments against authorized units/hours and follow up on denied or underpaid claims.
• Track and bill one-time payments (employment milestones, nursing, transportation, behavioral plans, and assessments) monthly.
• Track and bill self-directed invoices monthly.
• Review monthly Representative Payee accounts for accuracy and enter expenses into the Spectrum QuickBooks system.
• Review waiver status of individuals monthly, provide support for waiver renewals, and work with program directors to resolve any loss of waiver status to minimize lost revenue.
• Track Divvy reviews and completions each month to ensure account allocations are up-to-date and accurate, taking action on missing or incomplete information.
• Run aging reports for receivables in QuickBooks and LTSS reports for reconciliation each month.
• Work closely with Program Directors/Managers to resolve documentation errors causing claim denials.
• Report ongoing concerns with individual staff, patterns, or system problems that prevent compliance with external billing requirements and internal procedures.
• Assist with annual audits as needed.
• Maintain compliance with HIPAA when handling client billing data.
• Manage small grants or donation receivables and reporting as needed.

Requirements

• AA degree preferred; High School degree or GED required.
• Previous experience in a relevant field is a strong advantage.
• Must have systems access skills and excellent knowledge of MS Office (Word, Excel, PowerPoint). Required to become proficient in Excel and QuickBooks Online within 2 years of accepting the position.
• Strong written and verbal English communication skills.
• Valid driver’s license with no more than 2 points.
• Two employment recommendations.
• Ability to pass a background check and List of Excluded Individuals and Entities (LEIE) check.

Skills

• Documentation: Ability to use technology to manage fiscal responsibilities in a timely manner.
• Dependability and punctuality: Essential for facilitating billing operations, anticipating barriers, and meeting deadlines to maintain trust and operational needs.
• Time Management/Organizational: Ability to prioritize tasks, pivot as needed, and complete work timely.
• Attentiveness: Detail-oriented to ensure invoices/claims are paid accurately, timely, and in compliance with laws and regulations.
• Interpersonal skills and teamwork: Ability to communicate effectively via phone and email with all levels of staff, external contacts, and people with disabilities.
• Sound Judgment/Confidentiality: Maintains high levels of confidentiality and adheres to HIPAA requirements.
• Compassion: Ability to empathize and engage in actions that benefit others.
• Advocacy: Partners with program directors to advocate for beneficial governmental support for program resources.
• Professionalism: Models positive behavior, including punctuality, appropriate dress, respect, and meeting deadlines.
• Communication: Addresses workplace issues promptly, transparently, and professionally while training/retraining staff and explaining complex billing rules to non-financial staff.
• Critical Thinking/Problem Solving: Addresses issues to prevent disruptions and debriefs incidents to learn and improve processes.
• Financial/Program Integrity: Uses agency monitoring systems to prevent fraud, waste, and abuse.
• Culture of Integrity: Actions and decisions based on ethical principles, upholding Spectrum’s values, and learning from mistakes.
• Health and Safety: Proactively manages workplace safety by identifying, prioritizing, and controlling potential threats, reporting incidents, and following through on corrective actions.

Supervised by: Executive Director/Director of Finance
Location: Frederick, MD and/or Windsor Mill, MD
Job Classification: Exempt