Business Office Specialist

Guardian Pharmacy of Southeast Florida, a member of the Guardian family of pharmacies, offers an exciting opportunity to join a rapidly growing team in Boca Raton, Florida. We deliver customized medication management solutions to support healthcare organizations serving seniors and individuals with complex care needs, redefining how pharmacy care is delivered through our tech-enabled services and dedicated team.

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 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 and coded accurately prior to DFA approval.
  • Maintain the 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.
  • 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 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.
  • Ensure timely and effective communication of relevant benefits, 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’ experience in a bookkeeping/analytical position.
  • Excellent MS Office skills, with 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.
  • 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 work environment is typically low to moderate noise. 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. The role requires desk work in an office environment and up to 20% travel by air and ground. Ability to work flexible hours is required.

Schedule

9:00 AM – 5:30 PM

Benefits

• 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.