Billing/Revenue Assistant

Division / Program: 
Position Details
Position Summary: 

The Assistant provides fiscal, administrative, and operational support to the Vice President of Strategy and Finance, and Operations and Fiscal Manger in order to achieve the organization's mission, goals and objectives. Specifically, the candidate provides accounts payable and receivable, office administration, and executive assistance. This position also supports the Clinical Director with maintaining a working environment that attracts and retains high quality staff.  The Assistant is part of the Fiscal Team working in coordination and cooperation with the Executive team and other team members to produce high quality work that is timely and efficient.

Key Duties & Responsibilities: 


  • Supports daily fiscal and billing operations and coordinates activities; recommends priorities; supports the A/R and A/P processes for facility and program expenditures;
  • Enters client billing, invoices and data relevant to timely vendor/contract payments and budgeting into our accounting software;
  • Working knowledge of all billing systems and accurately responding to supervisor questions regarding client billing invoicing and adjustments while ensuring compliance;
  • Support reporting that addresses billing variances, denials and payment discrepancies on a timely basis;
  • Verify and enter all client related billable units as assigned by supervisor; Screen and review information for accuracy;
  • Apply the appropriate codes (ICD-10); Research and make corrections in the billing system as assigned;
  • Support our billing, A/R and A/P processes for facility and private pay customers in billing and financial database systems as assigned;
  • Prepare periodic fiscal reports, financial statements and related records on program activities, progress, status or other special reports for management as directed;
  • Supports daily fiscal and billing operations and coordinates activities as assigned;
  • Maintains accurate documentation for all client billing contracts and fiscal-related correspondence in reference to client billables as assigned;
  • Creates and follows through with all client billing invoices to ensure accurate accounting;
  • Audit all client billing portals, vendors, invoices and statements monthly for proper vendor billing reconciliation as assigned;
  • Supports the preparation of periodic fiscal reports, financial statements and related records on program activities, progress, status or other special reports for management as directed;
  • Supports the deliberation of program expenditures ensuring that budget allocations are balanced as assigned;
  • Maintains accurate documentation for all contracts, client billing and fiscal-related correspondence as assigned;
  • Creates and follows through with all invoices to ensure accurate accounting;
  • Administrative/clerical tasks (i.e. copying, filing, typing, scanning, and other tasks) as assigned by the management; and
  • Supports the Executive team with oversight of office and maintenance inventory supplies.

Management Support

  • Ensures that accurate and complete fiscal and inventory records are maintained as required by ODAAT policies, city contracts/ordinances and state and federal laws.
  • As time permits, may be involved in grant research, writing, and submission.

Customer Service and Outreach

  • Develops and maintains positive, professional relationships with vendors, staff, volunteers, and others.
  • Initiate and answer telephone calls/inquiries regarding billing and fiscal follow-up.
  • Participates in special projects as needed.
Education, Knowledge, Skills & Abilities: 


  • Associates degree (AA) is required; Bachelor’s degree (BA/BS) preferred;
  • Must have the ability to work independently and can provide technical assistance to other team members;
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, Teams, etc.);
  • Excellent verbal and written communication skills;
  • Knowledge of the following billing systems preferred, but not required, QuickBooks, EZClaim, CareWare, InSync, AdvancedMD and Microix;
  • Able to develop rapport, provide information, and refer with sensitivity to cultural issues;
  • Display a high level of initiative, effort and commitment towards completing assignments efficiently;
  • Possess excellent time management skills and the ability to work with minimum supervision;
  • Able to meet an occasional flexible work schedule including evenings and weekends, and availability by telephone and/or cell phone; able to work remotely as needed;
  • Bilingual a plus;
  • Other duties as assigned.


  • Valid Pennsylvania driver’s license preferred.


  • Able to lift/move weight up to 50lbs.
  • Vision adequate to perform the responsibilities and functions of the job efficiently.
  • Must be able to sit for 3 or more hours per day.
More Details: 


The employee will work in an office and public, service-delivery environment. Hectic situations can occur in the public area of the facility characteristic to working with the homeless community and the related concerns and situations related to homeless conditions. Potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

Contact Info
Contact Info: 
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