Nutrition and Billing Specialist

TITLE: NUTRITION BILLING SPECIALIST

For more than 50 years, Active Generations has been a trusted leader in supporting adults through wellness programs, essential services, and meaningful community connections. With a growing team across multiple locations, we continue to evolve and expand our impact while staying grounded in our mission.

Our work centers on creating environments where people can thrive—physically, socially, and emotionally. Through wellness and nutrition programs, caregiving services, and opportunities for connection, our team works together to promote active lifestyles and overall well-being. We’re guided by teamwork, compassion, and adaptability, and we’re looking for individuals who want their work to have genuine purpose and lasting impact.

SUMMARY:

The Nutrition Billing Specialist provides administrative and operational support to the Nutrition Department, primarily maintaining accurate meal counts, processing billing, and completing required reporting. This position supports participant enrollment and departmental recordkeeping to ensure efficient daily operations and compliance with applicable program requirements.

ESSENTIAL FUNCTIONS:

• Receive, enter, and maintain accurate Meals on Wheels meal counts in the designated tracking systems, including Capstone.
• Review and reconcile weekly and monthly meal counts to identify and resolve discrepancies.
• Prepare, process, and submit ASA and Title XIX billing and supporting documentation by established deadlines and program requirements.
• Complete required monthly reports and maintain accurate billing, participant, and program records.
• Review, verify, and approve monthly volunteer hours to ensure accurate reporting.
• Assist with participant enrollment, including completion of NAPIS forms, data entry, and coordination of new participants on meal delivery routes.
• Maintain organized records and documentation to support departmental operations, reporting, and billing accuracy.
• Collaborate with Nutrition team members to ensure timely communication and resolution of billing or administrative discrepancies.
• Provide general administrative support, including answering phones, responding to inquiries, and assisting with departmental projects.
• Perform other duties as assigned to support the Nutrition Department's operational needs.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required.
• Previous experience in administrative support, billing, data entry, or a related field preferred.
• Experience with Microsoft Office applications, including Word, Excel, and Outlook, required.
• Experience with database management, billing systems, or program reporting preferred.
• Experience working in a nonprofit, healthcare, or community-based service environment preferred.

KNOWLEDGE, SKILLS & ABILITIES: 

Demonstrates strong organizational, time management, and communication skills, with a high level of attention to detail and accuracy in billing, data entry, and recordkeeping. This position requires proficiency in general office procedures, computer applications, and the ability to manage multiple priorities while meeting established deadlines. Must be able to identify and resolve discrepancies, maintain confidentiality, and communicate professionally with employees, volunteers, participants, and community partners. The ability to work independently, exercise sound judgment, adapt to changing priorities, and collaborate effectively with others is essential.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS:

• Ability to sit for extended periods while performing computer-based tasks.
• Frequent use of hands and fingers for typing, data entry, and operating standard office equipment.
• Ability to stand, walk, bend, and reach as needed to perform daily responsibilities.
• Ability to occasionally lift, carry, or move office supplies and materials weighing up to 20 pounds.
• Ability to communicate effectively in person, over the phone, and through electronic communication.
• Ability to perform tasks requiring visual attention, including reviewing documents, entering data, and working with computer screens.
• Ability to work in an environment with frequent interruptions, competing priorities, and time-sensitive deadlines.

WORK ENVIRONMENT

Work is primarily performed in a professional office environment within Active Generations' Nutrition Department. The position involves regular interaction with employees, volunteers, participants, and community members through in-person, telephone, and electronic communication.

Work location and schedule may vary based on departmental and organizational needs.

LEADERSHIP & MANAGEMENT:

Reports to: Nutrition & Transportation Manager

Direct reports: None.

ACCOMMODATION:

Active Generations is committed to providing equal employment opportunities and complying with the Americans with Disabilities Act (ADA). Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. Applicants or employees who require accommodation during the application or employment process should contact Human Resources.