Billing and Operations Coordinator

About Us

The Mind & Spirit Counseling Center is a mission-driven nonprofit dedicated to expanding access to compassionate, high-quality mental health care for the mind, body, and spirit. Our work is grounded in the belief that everyone deserves support, dignity, and the opportunity to thrive.

About the Role

The Billing & Operations Coordinator plays an important role in supporting both our clients and our care team by ensuring our billing and financial processes run smoothly and accurately. This position is ideal for someone who is detail-oriented, collaborative, and motivated by making a meaningful impact behind the scenes.

Your work will directly support access to care—helping clients navigate billing, maintaining accurate financial records, and supporting funding efforts that allow us to serve our community.

What You’ll Do

Support Access to Care Through Billing & Financial Operations

• Serve as a welcoming and knowledgeable point of contact for billing questions from clients and providers
• Accurately post insurance and client payments in our electronic health record system (Valant)
• Review and reconcile client accounts to ensure accuracy and transparency
• Monitor account balances, identifying outstanding payments, credits, and discrepancies
• Reconcile insurance deposits with internal and bank records
• Partner with leadership to maintain accurate, reliable financial data
• Prepare clear, timely reports to support operations and grant-funded programs
• Help assess client eligibility for financial assistance and administer Client Assistance Funds
• Track and report on financial assistance usage to ensure accountability and stewardship
• Support compliance with healthcare regulations and documentation standards

Contribute to a Collaborative, Mission-Driven Team

• Work closely with leadership to support financial workflows and organizational priorities
• Provide occasional front desk support, helping create a positive and welcoming client experience
• Pitch in on additional tasks as needed to support the team and our mission

What You Bring

• High school diploma and 5+ years of relevant experience
• Knowledge of accounts receivable and insurance billing practices (healthcare preferred)
• Strong communication skills with the ability to interact compassionately and professionally
• A high degree of discretion when handling sensitive client information
• Experience with EHR and billing systems (Valant or similar platforms preferred)
• Proficiency with Microsoft Office and general office tools
• Comfort learning new systems and processes

Who You Are

• Detail-oriented: You take pride in accuracy and keeping things organized
• Mission-driven: You’re motivated by supporting access to mental health care
• Collaborative: You work well with others and communicate clearly
• Proactive: You take initiative and follow through on responsibilities
• Adaptable: You’re comfortable balancing multiple priorities in a dynamic environment

Preferred (Nice to Have)

• CPC certification with a behavioral health focus
• Advanced CPC (CPC-A)
• Behavioral health or mental health coding training

Additional Information

This role requires strict confidentiality and a strong commitment to protecting client privacy at all times.

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid sick time
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person