Office Administrator

Job Title: Senior Administrative Assistant (Healthcare & Residential Operations)Position Overview

We are seeking an experienced, detail-oriented Senior Administrative Assistant to manage the day-to-day administrative, financial, and billing operations of our residential facility. The ideal candidate will possess a strong background in group home operations, demonstrating a deep understanding of compliance, billing, and care standards for both youth and adult populations.

This role requires a unique blend of sharp financial acumen—specifically in payroll, invoicing, and auditing—and a comprehensive understanding of health insurance and medical billing. You will serve as a foundational pillar of our administrative team, ensuring operational efficiency, regulatory compliance, and seamless financial workflows.

Key Responsibilities

• Financial & Billing Management: Process monthly invoicing, manage accounts receivable/payable, and coordinate payroll operations using automated time-tracking systems.
• Insurance & Claims Processing: Navigate health insurance portals, submit electronic claims, manage clearinghouse data, and resolve billing discrepancies or denials promptly.
• Internal Auditing: Conduct regular audits of resident files, financial ledgers, and staff documentation to guarantee strict alignment with state licensing and regulatory standards.
• Documentation & EHR Management: Maintain and update electronic health records (EHR) systems, ensuring maximum data integrity and HIPAA compliance.
• Facility & Program Support: Provide high-level administrative support to leadership, managing correspondence, scheduling, and personnel file compliance.
• Stakeholder Communication: Serve as a professional point of contact for state agencies, case managers, families, and insurance representatives.

Required Qualifications & Experience

• Education: Bachelor’s degree required (Degree in Health Administration, Business Administration, Human Services, or a related field preferred).
• Experience: Minimum of 5 years of experience working specifically within a group home or residential care setting.
• Population Focus: Proven, hands-on experience working directly with both children (youth) and adult populations in a human services environment.
• Administrative Track Record: Demonstrated success in a dedicated, high-level administrative or office management role.
• Financial Expertise: Solid, verifiable experience executing payroll processing, invoicing, and complex auditing workflows.
• Billing Knowledge: Robust understanding of medical billing, health insurance verification, and claims processing (experience with Medicaid or specialized EHR software is highly preferred).
• Certifications & Clearances: * Must successfully pass a comprehensive background check (including criminal history and central registry checks).
• Must obtain or hold current CPR and First Aid certifications.

Core Competencies & Skills

• Strict adherence to confidentiality, privacy regulations, and HIPAA compliance.
• Exceptional organizational skills with a proven ability to spot errors during rigorous file and ledger audits.
• Proficiency in modern office software, electronic time-tracking systems, and residential EHR platforms.
• Strong interpersonal and communication skills, with the ability to maintain professionalism under pressure.
• Deep knowledge of state residential licensing standards and documentation compliance.

Work Environment

• Setting: Professional office environment located within a residential facility setting.
• Schedule: Full-time (Typically Monday – Friday, daytime hours, with flexibility required based on facility audit schedules or payroll deadlines).

Pay: $17.00 - $19.00 per hour

Work Location: In person