Systems Accountant

Location: Remote (Texas preferred)

About Us

Health Admins is a leading third-party administrator in the healthcare space. Our Vision is to radically improve the way individuals interact with the healthcare system. We are committed to providing innovative and efficient health care solutions to our clients, ensuring they receive the best possible care and service. Our team is currently seeking a highly skilled and experienced Systems Accountant to join our dynamic team.

What We Are Looking For

Our ideal candidate will play a crucial role in managing our financial environment, optimizing its performance, and driving continuous improvements to support our business goals and enhance our service delivery.

Every Team Member is Driven by a Commitment to Live out These Values:

• Be Authentic: Be true and honest
• Be Helpful: Pitch in and help
• Be Innovative: Seek & embrace innovation

• Be Accountable: Do what you say you are going to

Employees are expected to embrace our core values by being “A Hero in Action.” These values lay the foundation for the way we engage with each other and with our clients. They form the guardrails for our decision making and approach to problem solving.

Summary/Objective:

Health Admins administers healthcare sharing programs and third-party administration services across multiple entities serving approximately 150,000 lives. The financial operations span five interconnected systems: member portals and merchant processors, E123 (contribution management), escrow accounts, Salesforce (eligibility and needs adjudication), and internal accounting.

The Systems Accountant is the single point of accountability for cross-system financial integrity. This role owns the reconciliation framework that ensures merchant settlements equal escrow deposits, escrow deposits equal recorded contributions, contributions align to coverage eligibility, needs payments equal escrow disbursements, and fee draws equal earned and validated contributions. Equally important, this role is responsible for designing the processes that make these controls work, validating they operate correctly on an ongoing basis, and clearly communicating any changes to operations and systems teams so upstream and downstream dependencies stay aligned. Today, each system operates in isolation and process changes happen without structured notification. This role closes both gaps.

Key Responsibilities:

1. Ownership Mapping

• Formally document who is accountable for every step of the payment journey from initiation to bank reconciliation.

• Produce and maintain a signed ownership matrix covering contribution initiation, settlement, decline handling, escrow management, fee recognition, and exception resolution.

• Ensure no segment of the payment lifecycle operates without a named owner. When ownership is ambiguous, escalate and resolve with the CFO.

2. Policy Translation

• Convert complex financial rules into clear If/Then logic for IT to build into the system correctly.

• Partner with the CFO to document governing policies (contribution-to-coverage eligibility, escrow governance, revenue recognition, exception authority, delinquency and reinstatement rules) and translate each into system-ready requirements.

• Own the feedback loop: when a process or system change is deployed, validate it operates as designed through structured testing and parallel runs. When it breaks, diagnose root cause, fix the design, and re-validate.

• Serve as the primary change communication point between Finance and operational and systems teams. When a financial process, policy, or system behavior changes, ensure Enrollment Admin, Member Services, Account Management, and IT/VCIO receive clear, timely, written updates on what changed, why, and what it means for their workflows.

• Maintain a change log for all financial process and policy updates. No change goes live without documented notification to affected teams.

3. System Reconciliation

• Perform monthly three-way matches between merchant processors, escrow bank accounts, and the member database.

• Build and maintain the full reconciliation chain: merchant settlements to escrow deposits, escrow to E123 recorded contributions, E123 to Salesforce coverage eligibility, Salesforce needs payments to escrow disbursements, and fee draws to earned contributions.

• Identify, investigate, and resolve cross-system variances before they reach members or account managers.

• Produce monthly reconciliation reporting with exception detail and trend analysis for CFO review.

4. Leak Detection

• Audit the system weekly to find never-initiated payments, preventing ineligible members from receiving expensive shared funds.

• Replace the current manual three-list E123 monitoring with a structured audit process that catches never-initiated payments, declined contributions, and reposting anomalies.

• Track and escalate recurring payment failures, including known failure modes where declined recurring payments are removed and members default to one-time payments without re-enabling recurring billing.

• Own group billing reconciliation and decline detection for current clients and new clients we acquire, ensuring failures are caught in real time rather than surfaced months later by members or account managers.

5. Revenue Validation

• Ensure administrative fee draws are calculated against settled, stable contribution data rather than moving numbers caused by E123 reposting.

• Support the CFO in operationalizing the revenue recognition policy defining when a contribution is earned for fee purposes.

• Flag and investigate any fee draw variances before they flow into financial reporting.

6. Escrow Governance

• Oversee fiduciary bank accounts to ensure proper segregation of duties and authorized fee-draw workflows.

• Maintain the escrow subledger and enforce treasury governance controls for member funds.

• Monitor and reconcile dual bank account activity across all entities for current clients and new clients we acquire. Ensure monthly transfers are timely and accurate.

7. Decline Management

• Move payment failure investigations from Member Services to a structured, data-driven Accounting process.

• Own the full decline lifecycle: detection, member and group notification, retry coordination, escalation to Account Management only after Accounting exhausts resolution.

• Enforce client-specific payment method policies (e.g., ACH-only) and flag any exceptions for CFO review.

8. IT Guardrails

• Act as the final financial sign-off for system updates that touch the payment lifecycle, contribution records, eligibility logic, or escrow flows.

• Review proposed system changes for financial impact before deployment. No system release affecting financial data goes live without this role’s documented approval.

• Define pre-deployment verification and circuit-breaker requirements to prevent cascading failures like the January 30 incident where four independent system failures converged simultaneously.

9. New Client Standards

• Define the mandatory financial data requirements that must be met before any new client is onboarded.

• Produce a financial readiness checklist covering merchant processor configuration, escrow account setup, E123 billing period creation, Salesforce eligibility mapping, and bank account verification.

• Validate that all financial systems are correctly configured for a new client before the first contribution cycle runs.

10. Exception Oversight

• Standardize the approval process for high-dollar write-offs, refunds, and retroactive coverage reinstatements.

• Execute exception decisions within defined authority levels and escalate above-threshold items to the CFO with supporting analysis.

• Own the escalation path for high-priority reimbursements outside the standard monthly cycle, plus proactive exception reporting to identify overdue activities before members are impacted.

• Serve as the primary liaison to Account Management for payment-related member escalations, with a formal handoff protocol.

Required Qualifications:

• 3–5 years of accounting experience with direct responsibility for multi-system reconciliation in a healthcare payer, TPA, or health plan environment.

• Demonstrated ability to work across ERP, CRM, merchant processing, and claims/eligibility systems simultaneously.

• Experience building reconciliation frameworks, controls documentation, and exception reporting from scratch.

• Proven track record of designing financial processes, validating they work correctly, and clearly communicating changes to operations and systems teams in a multi-team environment.

• Experience translating financial policy into system requirements and reviewing IT deployments for financial impact before go-live.

• Strong working knowledge of payment processing: ACH, credit card, merchant settlement cycles, decline handling, and retry logic.

• Proficiency in Excel at an advanced level (lookups, pivots, conditional logic, data validation). SQL or BI tool experience is a plus.

• Bachelor’s degree in Accounting, Finance, or a related field.

• Experience with Salesforce in a financial or eligibility context.

• Familiarity with self-funded health plan administration.

• Experience with E123 or similar contribution management platforms.

• Prior involvement in PE-backed organizations or sell-side readiness processes.

• Experience defining financial onboarding requirements or readiness checklists for new client implementations.

• CPA or CPA-track preferred but not required.

What We Offer

• Competitive salary and benefits package
• Dynamic and innovative work environment
• Opportunities for professional growth and development

• Remote work flexibility

Equal Opportunity Statement

We are deeply committed to building a workplace and global community where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neuro diversity, disability, age or veteran status, or any other non-merit based or legally protected grounds. We are committed to providing reasonable accommodation to qualified individuals with disabilities in the employment application process.