Business Office Specialist

Join our team at The Redwoods, where you can make a meaningful impact on individual lives. After more than 50 years as a local, nonprofit community in beautiful Mill Valley, we have a rich history of service and purpose. We take pride in providing excellent care for an active and diverse community of seniors. You'll find that every day presents an opportunity for a rewarding experience of caring and connection with a dedicated team and dynamic group of residents. As a mission driven organization, we ensure everyone receives vital programs and services regardless of their income. Enjoy competitive pay, first class health benefits, generous vacation and sick time, and a great work environment.

Be a part of something bigger - join us in making a genuine difference!

Salary

$75,000 to $83,000

Full Time

Benefits

• Medical Insurance: ZERO out-of-pocket expense for the employee – effective the first of the month following the hire date.
• Dental and Vision Insurance
• Paid Time Off: Sick days, personal days, vacation days and holidays.
• 403(b) Retirement Plan: Employer contribution/Union pension contributions.
• Additional Perks: Educational assistance & career development opportunities, longevity bonus program and low-cost meal program.

* For positions scheduled 24 or more hours per week.

Position Summary

The Business Office Specialist (BOS) has primary responsibility for supporting the Business Office Director (BOD) in carrying out the various financial and administrative functions of the Finance/Business Office, in collaboration with the contracted financial services/third-party billing provider. These functions generally include but are not limited to managing and performing the full-cycle accounts payable function in addition to other general ledger responsibilities, supporting the process of HUD resident certifications and annual recertifications, and carrying out accounts receivable tasks as assigned.

Primary Responsibilities

Accounts Receivable (AR)/Billing

• Assist with accurate and timely billing for private pay, Medicare, Medi-Cal, Managed Medi-Cal, private insurance, HUD and coinsurance; Partner with third-party finance/billing vendor to ensure clean claims, correct payer processing, as well as timely/accurate billing.
• Effectively collaborate with the organization’s contracted financial services/third-party billing provider (e.g. attending calls/meetings, timely response to information requests, etc.).
• Make bank deposits and record to customer accounts.
• Assist with preparation and issuance of monthly rent statements, bills HUD monthly, certifies and recertifies HUD residents in compliance with HUD regulation. As needed/requested, follow up on outstanding balances.
• Support the BOD in administering HUD program for Independent Living Apartments including processing new HUD residents, recertifying current HUD residents, submitting monthly HUD billing and maintaining HUD files in accordance with prescribed HUD standards.
• Assist with maintaining the HUD waitlist.
• Assist with cash receipt management, including laundry and vending machine cash withdrawals, bank deposits, and remote deposits as needed.

Accounts Payable (AP)

• Manage the full-cycle accounts payable process and assist with on-boarding new vendors and users in our AP Automation software (i.e. Ottimate).
• Track and oversee contracts, including maintaining current W-9/certificate of insurance forms, and assisting with the annual contract renewal process.
• Follow up with vendors regarding past due balances as needed/requested.
• Provide information and invoices as needed to contracted financial services/third party billing provider as needed (i.e. fixed assets, prepaid items, etc.).

Resident Financials & Admissions Support

• Assist with maintaining and reconciling resident trust accounts, petty cash, and banking in accordance with state guidelines.
• As needed/requested, communicate with residents and families regarding billing, payment plans, and financial assistance (including Medi-Cal applications).

Financial Reporting & Compliance

• Support the process of preparing monthly AR and cash collections reports; assist with budget preparation and audits.
• Support the BOD in maintaining compliance with all applicable state and federal regulations and internal policies.
• Support and process month-end account reconciliations (including credit card), capital asset additions, general ledger activities, journal entries, expense reviews, and more.

Additional Duties

• Maintain strict confidentiality and resident privacy in accordance with HIPAA.
• Monitor the organization’s cash on a daily basis and promptly report concerns to the BOD, CEO and/or contracted financial services/third-party billing provider.
• Review and process petty cash requests, as well as make deposits.
• Collaborate with the BOD, CEO and/or contracted financial services/third-party billing provider to respond to tax notices and/or other compliance-related correspondence.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent (Associate’s or Bachelor’s) degree in related field preferred).
• 2+ years of experience in accounting roles. Accounts payable experience required; general ledger and/or financial systems experience preferred.
• Strong knowledge of Medicare, Medi-Cal, Managed Med-Cal, HUD, and third-party billing requirements and procedures is preferred.
• Strong problem solving, analytical, and organizational skills.
• Excellent organizational, communication, and customer service skills.
• Proficient in Microsoft Office and billing software (e.g., PointClickCare, Inovalon, Ottimate, etc.).
• Ability to relate appropriately and effectively to residents and their families, to other staff as part of a multidisciplinary team, and to personnel of operational departments.
• Discretion in handling sensitive and confidential information.
• Must demonstrate excellent skills in reading writing, speaking and understanding the English language. Other languages a plus.

The Redwoods is an Equal Opportunity Employer.