Administrative Coordinator

Valley Children’s Advocacy Center; Staunton (VA); On-site; USD 30,000 - 34,000; Part time

Benefits offered by this job

Paid vacation

Paid sick leave

Paid holidays

Job summary

Valley Children's Advocacy Center in Staunton, VA is seeking an Administrative/Finance Support role to coordinate day-to-day clerical tasks, billing, and revenue-cycle activities on-site. You will work with the Executive Director and bookkeeper to ensure efficient operations and accurate financial record keeping.

Ideal candidates have a high school diploma, strong organization and communication skills, and the ability to handle confidential information with discretion.

Qualifications

• High school diploma or equivalent; preferred additional training.
• Experience in administrative support, financial management, billing, or a related field.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to work independently, exercise sound judgment, and follow through on issues.

Responsibilities

• Coordinate administrative functions such as supplies, mail, routine clerical needs, reception, and phones.
• Coordinate facilities needs, maintenance requests, equipment, vehicles, and related vendors.
• Maintain the agency calendar and coordinate routine scheduling, meetings, and internal activities.
• Process and maintain financial transactions and supporting documentation.
• Serve as the liaison with the organization''s bookkeeper.
• Support accounts receivable/payable, credit card reconciliation, and other routine financial processes.
• Support audit preparation and other financial or grant-related reviews.
• Coordinate administrative processes related to mental health billing and reimbursement.
• Monitor claims, payments, denials, outstanding balances, and other billing activity and communicate issues to appropriate staff or vendors.
• Coordinate with clinicians to ensure required documentation is complete and submitted appropriately.
• Serve as the primary administrative point of contact for billing vendors, payers, and related partners.
• Maintain billing records and identify trends, discrepancies, or opportunities to improve processes.
• Support implementation and maintenance of procedures related to billing and revenue cycle operations.

Skills

Strong organizational skills

Attention to detail

Written and verbal communication

Discretion with confidential info

Independent work

Education

High school diploma

Additional education preferred

Tools

Microsoft Office

Billing systems

Electronic health records (EHR)

Job description

Valley Children's Advocacy Center (Valley CAC) works to strengthen our community's response to child abuse and neglect and create a safe place for children to grow and thrive. Through collaboration with a multidisciplinary team, evidence-based practices, and strong community partnerships, Valley CAC provides compassionate, trauma-informed services that promote healing, build resilience, and reduce the long-term impact of trauma on children and families. Our work spans a continuum, including prevention, crisis response, forensic interviews, mental health treatment, and family support. We bring together dedicated professionals and community partners to ensure that children and families affected by abuse, violence, and trauma receive compassionate support.

Valley CAC serves children and families throughout Augusta, Highland, Alleghany, and Rockbridge counties. For more information, visit valleychildrenscenter.org. This position will require someone who can work on-site Monday - Thursday, from 9 a.m. - 3:15 p.m.

Primary Responsibilities:

Administrative Operations

• Coordinate administrative functions, including supplies, mail, routine clerical needs, reception, and phones.
• Coordinate facilities needs, maintenance requests, equipment, vehicles, and related vendors.
• Maintain the agency calendar and coordinate routine scheduling, meetings, and internal activities.
• Process and maintain financial transactions and supporting documentation.
• Serve as the liaison with the organization's bookkeeper.
• Support accounts receivable/payable, credit card reconciliation, and other routine financial processes.
• Support audit preparation and other financial or grant-related reviews.
• Coordinate administrative processes related to mental health billing and reimbursement.
• Monitor claims, payments, denials, outstanding balances, and other billing activity and communicate issues to appropriate staff or vendors.
• Coordinate with clinicians to ensure required documentation is complete and submitted appropriately.
• Serve as the primary administrative point of contact for billing vendors, payers, and related partners.
• Maintain billing records and identify trends, discrepancies, or opportunities to improve processes.
• Support implementation and maintenance of procedures related to billing and revenue cycle operations.

Data, Records & Documentation

• Maintain data and records needed for routine reporting, grants, audits, and internal operations.
• Coordinate retention practices and maintain organized records in accordance with organizational policies.
• Maintain and update administrative forms, procedures, templates, and other internal documentation.

Organizational Support

• Provide support to the Executive Director and coordinate assigned projects.
• Identify opportunities to improve administrative processes, systems, and organizational efficiency.
• Perform other duties consistent with the position and organizational needs.

Required

• High school diploma or equivalent; additional relevant education or training preferred.
• Experience in administrative support, financial management, billing, or a related field.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to work independently, exercise sound judgment, and follow through on issues.

Preferred

• Experience with mental health practice, or other service-based billing and reimbursement processes.
• Familiarity with insurance claims, payment posting, claim denials, or insurance verification.
• Familiarity with HIPAA privacy and security requirements or experience handling protected information.

This position will be compensated between $22 - $25 per hour. The role accrues paid vacation, paid sick leave, and Valley CAC provides all federal holidays off (except Thanksgiving, if the role is needed for the annual Turkey Trot fundraiser).