Billing & Fiscal Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare, process, and submit monthly child welfare billing accurately and within required deadlines.
• Verify billing documentation for completeness and compliance with state and agency requirements.
• Track and post DHHS payments.
• Monitor reimbursement reports and investigate billing discrepancies.
• Track contracts, invoices, expenditures and ensure timely payment.
• Maintain billing records and financial files.
• Prepare financial spreadsheets and reports for leadership.
• Aid in budget tracking and expense monitoring.
• Collaborate with finance department regarding billing, payments, and audits.

Office Management

• Manage daily office operations and administrative workflow.
• Oversee records management and document retention.
• Develop and improve office procedures to increase efficiency.
• Ensure administrative compliance with agency policies.

Administrative Support

• Provide administrative support to the Program Director and management team.
• Maintain compliance databases and reporting systems.
• Prepare data and assist with state licensing reviews/audits.
• Aid in onboarding paperwork for new employees.
• Track required reports and submission deadlines.
• Track employee training records.
• Maintain confidential information in accordance with HIPAA and child welfare regulations.
• Support quality improvement initiatives.
• Answer phones professionally, direct inquiries appropriately and provide exceptional customer service while maintaining confidentiality.
• Support foster parents, biological families, and community partners with administrative needs.

QUALIFICATIONS

• Required:
• Associate’s degree in business administration, Office Administration, Accounting, or related field; bachelor's degree preferred.
• Minimum of 3 years of progressively responsible administrative support and accounting/billing experience.
• Strong attention to detail and accuracy.
• Experience managing billing, accounting support, or financial recordkeeping.
• Exceptional organizational and time management skills.
• Ability to maintain confidentiality.
• Advanced proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to prioritize multiple projects while meeting deadlines.
• Preferred:
• Experience working in child welfare, human services, healthcare, or nonprofit organizations.
• Experience with child welfare state billing systems.
• Experience supporting executive leadership.
• Experience with MiSACWIS and Extended Reach.