Accounting and Administrative Coordinator

Job Summary:

The Accounting & Administrative Coordinator supports financial operations through accounts payable and medical accounts receivable functions while providing high-level administrative support to executive leadership. This role also serves as a liaison to the Board of Directors, ensuring effective coordination of board activities, communications, and documentation. The position requires strong attention to detail, confidentiality, and the ability to manage multiple priorities across finance and executive support functions.

Essential Duties and Responsibilities: 

Accounts Payable (AP) Functions

• Reconciles processed work by verifying entries and comparing system reports to balances.
• Reviews, codes, and processes vendor invoices accurately.
• Prepares and issues payments (check/ACH) in accordance with internal controls.
• Resolves invoice discrepancies and vendor inquiries.
• Reconciles vendor statements and maintains supporting documentation.
• Processes employee expense reports and reimbursements.
• Works directly with Accounts Payable Specialist

Medical Accounts Receivable (AR) Functions

• Monitors claim status and follow up on unpaid, denied, or rejected claims in a timely manner.
• Reviews remittance advices (ERAs/EOBs) and posts payments accurately.
• Investigates and resolves billing discrepancies, denials, and underpayments.
• Tracks aging reports and prioritizes collections to reduce Days Sales Outstanding (DSO).
• Coordinates with program staff to ensure accurate documentation supports billing.
• Maintains compliance with payer requirements, Medicaid guidelines, and documentation standards.
• Assists with audits, billing reviews, and contract compliance related to medical billing.
• Communicates with payers and internal teams to resolve billing issues.
• Works directly with Billing Supervisor

Executive Assistant Responsibilities

• Prepares reports, correspondence, and presentation materials.
• Screens and prioritizes communications for leadership.
• Supports special projects and organizational initiatives as assigned.
• Compile, organize, and file notes and information.
• Maintains strict confidentiality of sensitive information.

Board Liaison Responsibilities

• Coordinates Board of Directors and committee meetings.
• Prepares and distributes board packets, agendas, and materials.
• Maintains board records in compliance with governance and audit requirements.
• Serves as administrative liaison between executive leadership and board members
• Other job-related duties as assigned

Minimum Qualifications:

• High School diploma or equivalent 

• Five (5) years' experience in data: collection, analyzing, summarizing and statistical reporting. Two years of the five years of experience must include programming experience in Microsoft Access and setting up data tracking systems.
• Experience with nonprofit accounting and funding compliance preferred
• Strong analytical, problem-solving, and organizational skills
• Advanced proficiency in Excel and financial reporting tools
• Knowledge of Microsoft Office and other office management tools and applications.