What are the responsibilities and job description for the Administrative Assistance/Bookkeeper position at Langley Residential Support Services?
Seeking an Administrative Assistant/Bookkeeper to oversees the day-to- day administrative tasks of the Langley office and ensures billing and bookkeeping are accurate and timely.
Duties and Responsibilities:
Participates in corporate risk management.
High school diploma; with experience as a sectary/office administrator. Previous experience in a similar role, particularly in Medicaid invoicing, is highly desirable. Some college credits or an associates degree are a plus:
Strong alignment with the mission and values of our non-profit organization;
Duties and Responsibilities:
- Have knowledge of all office Policy and Procedures as it relates directly to the position.
- Prepare and submit monthly Medicaid and County invoices for services provided by our organization, ensuring accuracy and compliance with Medicaid and County regulations.
- Maintain organized records of invoices, billing codes, and supporting documents in both physical and electronic formats.
- Enter and update relevant information in billing systems, including client details, service codes, and payment records.
- Review invoices and billing reports to ensure completeness, accuracy, and adherence to Medicaid guidelines.
- Collaborate with internal teams, external agencies, the County, and Medicaid representatives to address any billing-related queries or issues.
- Provide general administrative support, such as answering phone calls, faxing confidential documentation, responding to emails, coordinating interviews, managing mail, filing documents, maintaining office supplies, and processing bills and donations. Answer and direct all incoming phone calls in a professional manner.
- Provide administrative support for our programs by tracking the hours for the Community Support Program, managing grocery coupons for residential program and the identified individuals in the Community Support Program, and managing the Langley vehicle fleet.
Participates in corporate risk management.
Complies with fiscal accountability by adhering to protocol managing incoming checks, donations for deposit, and grocery coupons disbursement. Completes all duties while ensuring individual and organizational confidentiality, including compliance with record management. Completes all duties while ensuring compliance with human rights and home and community-based rights requirements; completes incident reports as needed and reports all allegations of abuse, neglect or exploitation. Complies with all safety protocols such as emergency preparedness, fire drills. Implements corporate emergency preparedness/continuity of operations plan through staff and resource deployment (assigning/assuming of alternative roles and responsibilities) as described in corporate plan.
Job Specifications:High school diploma; with experience as a sectary/office administrator. Previous experience in a similar role, particularly in Medicaid invoicing, is highly desirable. Some college credits or an associates degree are a plus:
Strong alignment with the mission and values of our non-profit organization;
- Proven interpersonal skills to successfully interact with our individuals, families, county and state officials, other business partners, volunteers and members of the Board of Directors and able to work as part of a team;
- Flexible and adaptable to a dynamic work environment, open to learning new skills and processes as needed;
- Demonstrated ability to prioritize tasks, manage deadlines, and work independently with minimal supervision;
- Ability to handle sensitive information with utmost confidentiality and adhere to privacy regulations;
- Effective evaluative and analytical skills as well as computational math skills;
- Proficiency with Microsoft office (i.e. Word and Excel), familiarity with Quick Books, and good typing skills.
- Strong attention to detail and accuracy, ensuring invoices are error-free and compliant with Medicaid and County guidelines.
- Familiarity with Medicaid regulations, billing codes, and reimbursement processes is preferred
- Demonstrated ability to interpret situations and accurately communicate relevant information to Management as needed;
- Official driving record from State of residency in full compliance with Langley Residential Support Services driving policy.