Administrative-Billing Specialist

Description

The Billing Specialist handles corrections, approvals, and oversight of Direct Support Professionals’ (DSPs) timecards to ensure accuracy of hours worked to bill for state funding. This position monitors the daily shift notes that are provided by DSPs for quality assurance and provides coaching for improvement when necessary. The Billing Specialist ensures that DSPs adhere to timekeeping requirements as put forth by state regulations and company policies.

Requirements

Duties/Responsibilities:

• Monitor and approve DSP’s timecard entries during each pay period, checking for quality assurance.

• Pursue missing timekeeping components that are necessary to fulfill company and state requirements, such as missing punches, geographical locations, and shift notes.

• Provide coaching on timekeeping requirements to DSPs, including but not limited to proper usage of the timekeeping software system for capturing shifts, requirements for maximum hours worked per shift, best practices for writing daily shift notes, proper submission of mileage for reimbursement and avoiding hours overlaps and overages.

• Monitor and assist clients and/or their representatives with their monthly hours, schedules, staffing and special requests. • Utilize data entry systems to respond to and document phone calls, emails, and text messages with strong attention to detail.

• Utilize multiple software systems to monitor hours worked to be submitted for state funding and to resolve discrepancies such as missed punches, monthly hours overages, hours overlap, missing geographical locations, and missing or lacking shift notes.

• Audit and reconcile discrepancies from past pay cycles to verify accuracy of hours billed for funding.

• Act as a point of contact in the administrative office for clients, representatives, employees, and case managers for timekeeping requirements.

• Communicate via phone, email and/or text message with employees, clients, and external contacts, exuding excellent service skills, knowledge, and professionalism.

• Maintain strict confidentiality of sensitive and private information.

• Adhere to all policies and procedures set forth by the company as well as state-regulated policies.

• Perform other duties as assigned.

Required Skills/Abilities:

• Strong work ethic with attention to detail.

• Excellent customer service skills.

• Excellent verbal and written communication skills

• Strong problem-solving skills.

• Strong math skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other computer programs.

• Thorough knowledge of Microsoft Excel or comparable spreadsheet software.

• Ability to learn and adapt to various software systems. • Excellent time management, prioritization, and organization skills.

• Proven ability to meet ongoing deadlines.

• Strong data entry and analysis skills.

• Ability to adhere to strict confidentiality standards.

• Creative thinking skills and ability to collaborate with other team members.

Education and Experience:

• High school diploma or equivalent.

• Three years or more of experience in customer service and/or data entry and analysis, or other related areas.

• Knowledge of Community Living Supports Agency operations a plus. Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

• Limited periods of standing, walking, reaching, stretching may be required.

• Frequent communication verbally and electronically.

• Occasionally lift and/or move up to 15 pounds.

Other Requirements:

• Must pass and maintain background clearance as defined by Oregon State Background Regulations.