Business Office Specialist

About the role

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

Required Attributes

• Work Ethic/Integrity – Must possess intrinsic drive to excel coupled with values in line with 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 a strategic and functional level.
• Team Oriented – Ability to work effectively and collaboratively with all team members.

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 AR reporting and research as requested by the management team and support.
  • Assist in collecting and managing reports related to credit card and private pay customers, ensuring process efficiency and accuracy.
  • Manage deposits, credit cards, and all cash-related activities through Regions, Etactics, and BillerXchange.
  • Assist with billing and collections to ensure high levels of customer service and collection targets are achieved by reviewing accounts and taking a proactive approach to minimize AR risk.
  • Manage and review the approval process for all expenses and invoices; ensure bills are correctly submitted to Workday and coded accurately prior to submission for DFA approval.
  • Maintain the AP log and assist in accrual information for month-end reporting.
• Administrative Support
  • Prepare for, greet, and direct visitors to the pharmacy.
  • Maintain calendars for all key dates and deadlines related to pharmacy events and financial management of the business.
  • Help with preparations for and assist with Family Night for new facilities.
  • Assist 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 the candidate flow in the applicant tracking system, complete phone screens with candidates, and schedule interviews for candidates and hiring supervisors.
  • Initiate steps in the applicant tracking system to move candidates through background checks and hire once a hiring decision is made.
  • Oversee and manage local onboarding of new employees, including all steps to complete the HRIS transmission as required by Atlanta support staff.
  • Ensure all relevant benefits are communicated effectively and timely to employees, including open enrollment deadlines.
  • Train new employees on pharmacy policies, procedures, and processes.

Qualifications

• 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 Trainee’s license (per state requirements) preferred.

Skills

• 3+ years’ experience in a bookkeeping/analytical position.
• Excellent MS Office skills; emphasis on Excel expertise; working knowledge of pharmacy billing/operating systems.
• Working knowledge of accounting principles required with strong analytical skills.
• Confidentiality: ability to exercise good judgment and maintain confidential information.
• Excellent organizational and time management skills.
• Ability to work in a demanding, fast-paced environment.
• Ability to work independently and deliver to deadlines.
• Ability to solve problems with minimal direction.
• Great attention to detail and accuracy; quality-minded; 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, the employee 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.