ADMINISTRATIVE SPECIALIST (BILLING)

Description

Process, verify, and reconcile all accounts receivable, ensuring internal controls are managed throughout the department. Work with customers when issues arise. 

• Work with Accounting Specialist within QuickBooks software platform as requested.
• Implement billing submission in coordination with Program Managers.
• Ensure all current employees possess all contractually necessary documentation (CPR/1st Aid/AED Certification, Background Check Renewals, Driver’s License, Auto Insurance, Proof of Education, and Fingerprinting for some staff). 
• Launch performance appraisals for all employees except the CEO in Paylocity.
• Utilize Learning Management System to assign training to staff through Paylocity. 
• Assist with gathering necessary information for audits (training, compliance, and accounts receivable).
• Work with Administrative Manager on occasional human resource projects. 
• Demonstrate commitment to accuracy and efficiency. 
• Responsible for reception backup relating to answering telephones and greeting visitors when others are not available to do so.

General Responsibilities

• Demonstrate a commitment to the people with serve and carry out Vadis’ mission, vision and core values.
• Work collaboratively with diverse groups and individuals from a variety of backgrounds.
• Promotes a safe working environment for self, coworkers, and clients.
• Demonstrate solid attendance and punctuality.
• Take ownership of job responsibilities and adhere to policies and procedures.
• Effectively utilize time to include planning, strategizing, prioritizing, and adhering to timelines.
• Initiate duties and implement solutions while following through to completion.
• Express facts and ideas in a clear and organized manner.
• Interact in a cooperative, timely, solution-oriented manner.
• Approach conflict decisively, professionally, in a timely and solution-orientated manner.
• Represent Vadis professionally and responsibly.
• Other duties as assigned.

Pay and Benefits

• This is a full-time position with a starting wage of $24 per hour. This is not a remote position.
• Full salary range for this position is $24 - $30 per hour. The high end of the range is typically a longevity step to allow for professional growth over time.
• Medical/Vision, dental, and life insurance coverage at low premium cost to employees. Dependent coverage available at employee cost.
• 403(b) retirement plan, with up to a 6% company match dependent on contributions. (Match available after one year of employment).
• Opportunities for advancement.
• Business mileage reimbursement is currently .60/mile.
• Vacation accrual begins at .027 per paid hour.
• Sick Leave accrues at 1 hour for every 40 hours worked.
• Client job start incentive bonuses.
• Employee Assistance Program available.
• Ten Paid Holidays for 2026.

Hours of work: Monday through Friday, from 8:00am to 4:30pm. 

Requirements

• Accounting knowledge specific to accounts receivable. 
• Knowledge of related computer applications: Excel, QuickBooks and Paylocity.
• Ability to communicate, using tact and discretion, with the public, staff, and program clients.
• Ability to speak pleasantly and clearly, able to follow verbal or written instruction, work both under supervision and independently.
• Ability to type accurately and with quality.
• Good knowledge of spelling, punctuation, grammar and math, letter, and document formats.
• Knowledge of office practices including filing, maintaining records, and bookkeeping.
• Ability to learn and retain complex procedures; prepare and maintain records and reports; render clear explanations of procedures and regulations; operate standard office equipment and machines.

EDUCATION/EXPERIENCE

• An associate degree in a related field or equivalent education or training in business administration/accounting
• Two years’ experience with Excel; One year’s experience working in QuickBooks.

SALARY: Per Range

REQUIREMENTS 

• Must be at least 18 years of age.
• Must pass Initial and ongoing criminal background checks. Fingerprinting may also be required.