Business Office Specialist

Guardian of the Heartland, a member of the Guardian family of pharmacies, is seeking a detail-oriented professional to join our rapidly growing team in Springfield, Missouri. We deliver customized medication management solutions to support healthcare organizations serving seniors and individuals with complex care needs through a comprehensive suite of tech-enabled pharmacy services.

About the role

As a supporting member to the local management team, you will assist in day-to-day financial support and operations of the pharmacy by providing financial management, human resources, and general administrative support, as well as performing data and research assistance.

Responsibilities

• Financial Support
  • Perform daily/weekly functions including daily deposits, payment postings, coding of invoices, and processing daily US Mail.
  • Prepare ad-hoc system and accounts receivable (AR) reporting and research as requested by the management team.
  • Assist in collecting and managing reports related to credit card and private pay customers, ensuring efficiency and accuracy.
  • Manage deposits, credit cards, and all cash-related activities through Regions, Etactics, and BillerXchange.
  • Assist with billing and collections to maintain high customer service levels and achieve collection targets by reviewing accounts and minimizing AR risk.
  • Manage and review the approval process for all expenses and invoices; ensure bills are correctly submitted to Workday with accurate coding prior to DFA approval.
  • Maintain the accounts payable (AP) log and assist in accrual information for month-end reporting.
• Administrative
  • Prepare for, greet, and direct visitors to the pharmacy.
  • Maintain calendars for key dates and deadlines related to pharmacy events and financial management.
  • Assist with preparations for and execution of Family Night for new facilities.
  • Help management with building and maintenance issues.
  • Manage the ordering of office supplies and monitor expenses within budget.
  • Provide administrative support to senior leadership as needed.
• Human Capital (in the absence of onsite HR support)
  • Manage candidate flow in the applicant tracking system, complete phone screens, and schedule interviews.
  • Initiate steps in the applicant tracking system to move candidates through background checks and hiring processes.
  • Oversee and manage local onboarding of new employees, including HRIS transmission steps required by Atlanta support staff.
  • Ensure all relevant benefits are communicated effectively and timely, including open enrollment deadlines.
  • Train new employees on pharmacy policies, procedures, and processes.

Requirements

• Attributes
  • Work Ethic/Integrity: Intrinsic drive to excel with values aligned to company philosophy.
  • Leadership: Ability to lead project teams to deadlines while maintaining a strong team orientation.
  • Relational: Ability to build relationships with business unit management and become a “trusted advisor.”
  • Strategy and Planning: Ability to think ahead, plan, and manage time efficiently.
  • Problem Solving: Ability to analyze causes and solve problems at both strategic and functional levels.
  • Team Oriented: Ability to work effectively and collaboratively with all team members.
• Education and Certifications
  • High School Diploma or GED required; Bachelor’s Degree (Math, English, Economics, Business, Computer Science, or similar) preferred.
  • Pharmacy Technician certification or ability to obtain a Trainee’s license (per state requirements) preferred.
• Skills and Qualifications
  • 3+ years of experience in a bookkeeping/analytical position.
  • Excellent MS Office skills, with an emphasis on Excel expertise; working knowledge of pharmacy billing/operating systems.
  • Working knowledge of accounting principles with strong analytical skills.
  • Ability to maintain confidentiality and exercise good judgment with sensitive information.
  • Excellent organizational and time management skills.
  • Ability to work in a demanding, fast-paced environment.
  • Ability to work independently and deliver to deadlines.
  • Strong problem-solving skills with minimal direction.
  • Great attention to detail and accuracy; motivated to seek out errors and inquire when something appears inaccurate.

Work Environment

The noise level in the work environment is usually low to moderate. Due to the collaborative nature of the business and the need to service customers, you must be able to interact effectively with others in an office environment, manage conflict, and handle stressful situations and deadlines.

• Requires desk work in an office environment.
• Requires up to 0-20% travel by air and ground.
• Ability to work flexible hours.

Schedule

Monday–Friday, 8:00 AM–5:00 PM.

Benefits

Guardian provides employees with a comprehensive Total Rewards package, supporting our core value of, “Treat others as you would like to be treated.”

• Compensation & Financial
  • Competitive pay.
  • 401(k) with company match.
• Family, Health & Insurance Benefits (Full-Time employees working 30+ hours/week only)
  • Medical, Dental, and Vision.
  • Health Savings Accounts and Flexible Spending Accounts.
  • Company-paid Basic Life and Accidental Death & Dismemberment.
  • Company-paid Long-Term Disability and optional Short-Term Disability.
  • Voluntary Employee and Dependent Life, Accident, and Critical Illness.
  • Dependent Care Flexible Spending Accounts.
• Wellbeing
  • Employee Assistance Program (EAP).
  • Guardian Angels (Employee assistance fund).
• Time Off
  • Paid holidays and sick days.
  • Generous vacation benefits based on years of service.