Administrative Assistant-Billing and Program Support

Brightpoint; United States; Hybrid; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

PTO 3+ weeks first year

11 paid holidays

401(k) with match

PSLF eligibility

Job summary

Brightpoint, a long‑standing human services nonprofit, seeks a dedicated candidate for a hybrid clerical role in Champaign. You will provide administrative and budgeting support, assist with billing and invoice processing, and prepare various reports for funders and program leadership.

The role is full-time with a hybrid schedule (1–2 days in office). Salary is hourly and ranges from $23.18 to $25.00, with benefits including health/dental/vision, PTO, holidays, and a 401(k) match.

Qualifications

• High school diploma or equivalent is required, some college coursework preferred.
• Minimum of three years related experience required.
• Demonstrates excellent verbal and written communication skills.
• Demonstrates organizational skills including setting priorities and meeting deadlines.
• Develops competency with web-based systems within 90 days.

Responsibilities

• Provide clerical and budget support to program directors and managers.
• Gather information for program billing and insurance verification; enter data in online systems.
• Prepare purchase orders, invoices, and work with vendors on payments; track payments.
• Prepare reports for internal and external use, including funders and budget reports.
• Enter data into participant tracking systems and maintain files and records.
• Answer and route phone calls; provide information to callers and participants.
• Order office supplies and maintain stocked forms.
• Maintain confidential information related to participants and staff.
• Coordinate meetings, events, and trainings; track minutes and follow-up emails.
• Assist with travel arrangements and subcontracts documentation.
• Oversee facility maintenance tasks and reconcile petty cash.

Skills

Verbal and written communication

Prioritization

Deadline management

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Job description

Brightpoint (formerly known as Children's Home & Aid) invites you to join our team of mission‑driven staff who share a common vision: an equitable world where all children and families thrive in strong communities. As a leader in the human services sector for 140 years, we aim to advance the well‑being of children by investing in families and strengthening communities through data‑informed, collaborative, and preventative solutions.

Candidate qualifications:

• High school diploma or equivalent required, some college coursework preferred.
• A minimum of three years related experience required.
• Demonstrates excellent verbal and written communication skills.
• Demonstrates organizational skills including the ability to set priorities, handle multiple projects and responsibilities, and meet deadlines.
• Demonstrates intermediate computer skills, including Microsoft Office and Outlook, and develops competency with applicable web‑based systems used by the program within the first 90 days of employment.

What You'll Do:

• Provide clerical and budget support to program director(s), manager(s) and/or supervisor(s), as needed.
• Gather information for program billing and/or insurance verification for billing purposes and enter data into online systems or complete paperwork for billing on a regular basis; complete billing/insurance verification process by designated deadlines.
• Prepare purchase orders and invoices and work with vendors to set up payments in financial payment software, maintain documents for payment, including credit card payments, and follow‑up with Finance Department to resolve payment delays or denials if necessary.
• Prepare reports for internal and external use, such as compiling information for funders, budget reports, filing court reports, and creating basic reports on program participants, such as number of intakes, transfers, and closings.
• Enter a variety of staff, program, and funder data into web-based system, maintain database(s), and enter information into participant tracking spreadsheet(s).
• Maintain participant and program files, including opening and closing of files and ensuring filing is completed in a timely manner.
• Answer phone calls, direct calls to appropriate staff or program, take messages for staff as needed, take information about prospective program participants, and provide basic organization and program information to callers and participants.
• Order office and program supplies and ensure files and/or forms are stocked.
• Maintain and protect confidential information related to program participants, employees, and organization operations.
• Compose letters and create program documents as requested.
• Provide coverage of the reception/lobby area as needed, including greeting and directing visitors and providing accurate organization and program information.
• Manage logistics for meetings, program events, and trainings, including sending invitations, room set-up, catering, recording accurate meeting minutes, and sending follow‑up emails, as assigned.
• Coordinate travel arrangements such as lodging, airplane reservations, and conference registration fees, as needed.
• Obtain and prepare documents for subcontracts or Memorandum of Agreements, as assigned.
• Assist Office Manager to coordinate and oversee staff and/or vendors working on facility and facility equipment maintenance, repair and safety issues at one or more sites, including issues such as cleaning, preventative maintenance, repairs, inspections, grounds maintenance/snow removal, ordering supplies and related tasks, as assigned.
• Review the general ledger, work with the Finance Department to correct errors, and prepare reports on variances, as assigned.
• Fill and reconcile petty cash requests and monitor spending and balances, as assigned.
• Attend occasional community-based outreach events representing the program and organization, as needed.
• May assist with enrollment of participants by helping participants complete necessary paperwork, collecting necessary forms, and/or obtaining funder signature on initial documents.
• Monitor office credit cards, collecting receipts and reconciling bills on a monthly basis, as assigned.
• May create social media posts, newsletters, and flyers with information from supervisor.

Job details:

• Compensation: Hourly: Range is between $23.18-$25.00/hour, offers are commensurate with experience. The salary range provided represents our current estimate for this role at the time of posting and is subject to change. The final salary will be determined based on a range of factors, including but not limited to, a candidate's relevant experience, education, qualifications, skills, certifications, and alignment with organizational needs. We are dedicated to fair and equitable compensation practices and are committed to fostering a diverse workforce while providing equal opportunities for all candidates.
• Benefits: Medical/dental/vision insurance, 3+ weeks paid time off in the first year including the week between Christmas and New Year's Day (PTO increases with tenure); 11 paid holidays, supplemental insurance options, 401(k) with match (more benefits details here).
• Location: Hybrid (remote/in-office): 1-2 days per week in the Champaign office, with flexibility for additional remote work.
• Schedule: Full-time, hourly; 9:00AM-5:00PM Monday-Friday.
• We don’t just hire talent—we grow it: Emerging Leaders will have access to leadership development opportunities and one-on-one mentorship.
• Student Loan Forgiveness: Brightpoint is an approved agency for Public Service Loan Forgiveness (PSLF).