Office Administrator
Latitude Therapy - st. louis, MO
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Job Type Full-time Description Summary The Office Administrator maintains the office setting including equipment, supplies, and mail, and performs bookkeeping and client support functions related to billing. Education and Experience Required High School Diploma or GED equivalent 1+ years of experience in office administration in an outpatient healthcare setting 1+ years of experience in bookkeeping, accounts receivable/payable Preferred Associate or Bachelor's Degree in Business or related field 3+ years of experience in office administration in an outpatient healthcare setting Experience with QuickBooks 1+ years of experience payroll administration 1+ years of experience in insurance billing Administrative responsibilities Manage office to maintain clean and organized space, and maintain needed supplies inventory. Perform bookkeeping tasks in QuickBooks to record and route transactions, and process necessary invoices. Track budgets and spending for each department (i.e. clinic), and communicate with the department head if issues arise. Pull reports from various systems to support Director of Finance in financial analysis and KPI tracking. Manage incoming mail - Open, triage, and scan and route to appropriate staff for handling. File and secure hardcopies when necessary. Serve as point person for staff inquiries about administrative items. Organize and maintain company electronic files in accordance with HR and HIPAA requirements. Run payroll - review payroll extract for errors and issues and coordinate with Clinical leads to ensure accuracy. Input payroll into HRIS system accurately and review for errors. Coordinate submission with Director of Finance and Operations. Track Admin team goals and report to CEO and Director of Finance and Operations. Liaise with CEO, Clinical Director, and Director of Finance & Ops to ensure company policies are up to date and communicated. Client responsibilities Coordinate accurate client invoicing with outsourced billing company. Send out client invoicing bi-weekly. Answer calls and communicate with clients in a professional manner. Manage client payments and setup payment plans and follow up as needed to minimize account receivables for clients. Serve as point person for client inquiries about specific insurance billing concerns. Serve as backup for Intake responsibilities. Perform others duties as assigned. Competencies Organizational Skills: Ability to organize tasks, adjust to priorities, learn systems, within time constraints and with available resources; detail-oriented. Computer Literacy: Ability to function in a multi-system environment using Google and/or Microsoft Office apps, the Internet, and other relevant software applications. Communication / People Skills: Ability to influence or persuade others under positive or negative circumstances; adapt to different styles; listen critically; collaborate. Empathy / Customer Service: Customer-focused behavior; helping approach, including listening skills, patience, respect, and empathy for another's position. Requirements Working Conditions/Physical Requirements Working Conditions Onsite position in an office setting with opportunity for occasional work from home Driver's license and insurance to handle mail pickup and supplies management Physical Requirements While performing the duties and responsibilities of this job, the employee is regularly required to talk and hear, stand, move and walk at a brisk pace, sit, and use hands and arms to handle, feel and reach. The employee is occasionally required to stoop or kneel and occasionally lift and move up to 10 pounds.
Created: 2024-10-12