Administrative Services Coordinator

Generationshealthcare; Auburn (CA); On-site; USD 3,444,000 - 80,231,000; Full time

Benefits offered by this job

Healthcare benefits

Sign-on bonus

Career growth opportunities

Health benefits start date

Job summary

Generations Healthcare is seeking an Administrative Services Coordinator for Siena Terraces in Auburn, CA. This full-time role handles Resident Financial Services, payroll, and accounts payable, coordinating billing, trust accounts, and reporting to the AR Consultant and Administrator.

You will maintain resident financial records, process payroll biweekly, assist with AP, ensure HIPAA compliance, and support audits.

Qualifications

• Must be 18+ and have a high school diploma or equivalent.
• Minimum of 2 years administrative/office support experience; healthcare experience preferred.
• Experience with billing, reconcilation, accounts receivable or trust accounting preferred.
• Experience with electronic systems (EMR/EHR) preferred.

Responsibilities

• Manage Resident Financial Services including census reviews, billing, collections, and trust accounts.
• Process biweekly payroll, review timekeeping, and assist with corrections and payroll reporting.
• Process accounts payable and vendor invoices, tracking discrepancies and documentation.
• Maintain resident financial records and ensure regulatory compliance; coordinate with AR Consultant.
• Support audits by documenting charges and records for accuracy and completeness.

Skills

Organizational skills

Discretion with confidential info

Billing & reconciliation basics

HIPAA awareness

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

PointClickCare

Relias LMS

Microsoft Excel

Job description

Full Time $25.00 to $28.00 DOE

Siena Terraces, a Generations Healthcare facility, is looking for an Administrative Services Coordinator to join our team.

Position Summary

The Administrative Services Coordinator supports the day-to-day administrative and financial operations of the Adult Residential Facility (ARF), with primary responsibility for Resident Financial Services and support of payroll and accounts payable functions. This position coordinates resident financial records, billing and collection activities, resident trust account administration, payroll processing, and other administrative processes to promote accurate, timely, and compliant facility operations. The Administrative Services Coordinator reports to the Administrator and works closely with the Accounts Receivable Consultant regarding resident financial services and related responsibilities.

Benefits

• We offer a competitive compensation package, healthcare benefits, and excellent career growth opportunities.
• Health Benefits for full-time employees offered 1st of the month following hire date.
• Benefits and incentive programs (including sign-on bonuses, if applicable) are subject to eligibility requirements and may change at any time.
• Sign-on bonus terms and amounts are subject to change and are based on the employee's date of hire.

Essential Functions and Responsibilities

Resident Financial Services

• Manage Daily Census, including review of resident's insurance eligibility.
• Assist with completion of initial and re-authorization Treatment Requests as needed, including all pertinent documentation necessary for approval and billing.
• Research and perform collection activity on accounts, including claims follow-up, correspondence, and aging review.
• Provide the Accounts Receivable Consultant and facility Administrator with oral and written reports regarding collection activity and actions taken.
• Assist with resident's financial transactions, cash balancing, deposits.
• Perform month-end close closing functions and claims submission as necessary or directed.
• Support resident trust account administration, including documentation, reconciliations, disbursements, and related compliance activities in accordance with company policy and procedures.
• Perform office functions as necessary or directed, i.e., letters, phone calls, scanning.
• Coordinates with conservators, counties, payers, and internal departments regarding financial documentation, collections follow-up, and account resolution.
• Perform audits of documentation, charges, and related records to ensure accuracy, completeness, and regulatory compliance.
• Maintain all residents' financial records in an orderly fashion.
• Report to AR Consultant and the facility Administrator any audit items that require their attention.

Payroll Support

• Process biweekly payroll accurately and on schedule, including reviewing timekeeping records, identifying discrepancies, and coordinating necessary corrections with leadership and the Support Center Payroll Department.
• Review and enter vacation and sick requests and other payroll-related information, as needed.
• Prepare payroll reports and assist with biweekly payroll reconciliation.
• Respond to employee questions regarding paychecks and coordinate with the Support Center Payroll Department as needed.
• Assist with new hire setup in timekeeping systems, including clock enrollment and access.
• Maintain daily attendance logs and related staffing documentation for accuracy and completeness.
• Maintain confidentiality of employee compensation and personal information.

Accounts Payable Support

• Processes accounts payable (AP), including reviewing invoices for accuracy, coding, and routing for approval in accordance with company procedures.
• Tracks and follows up on outstanding invoices, discrepancies, and required documentation.

Resident's Rights

• Maintain the confidentiality of all resident information.
• Ensure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property, and civil rights, including the right to voice complaints, are well-established and maintained at all times.
• Ensure that residents have access to their Resident Trust Account funds and that these rights are properly established and maintained at all times.

Education and Experience

• Must be 18 years of age or older and have a high school diploma or equivalent.
• Associate or bachelor's degree in business administration, healthcare administration, or a related field preferred.
• Minimum of 2 years of administrative, coordinator, office support, and/or business office support experience required; healthcare or behavioral health experience preferred.
• Experience with billing, reconciliation, accounts receivable, trust accounting, or other financial administrative functions preferred.
• Experience working with electronic systems (e.g., EMR/EHR, Relias, or similar platforms) preferred.

Knowledge, Skills, and Abilities

• Knowledge of electronic medical records systems; PointClickCare preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and ability to learn internal systems (e.g., Relias LMS).
• Basic knowledge of bookkeeping, accounts receivable, reconciliation processes, and financial recordkeeping preferred.
• Ability to manage sensitive and confidential information with discretion and sound judgment (HIPAA).
• Strong organizational skills with the ability to manage and track multiple processes simultaneously.
• Strong time management skills with the ability to prioritize competing deadlines in a fast-paced environment.
• Ability to manage frequent interruptions while maintaining accuracy and organization.
• Ability to remain flexible and adapt to changing operational needs.
• This position requires the successful completion of a background check, pre-employment physical, and drug screening as part of the hiring process.

More detailed information, including our mission statement, can be viewed at www.generationshealthcare.com.

The Company is an equal opportunity employer and makes employment decisions on the basis of merit. The Company prohibits unlawful discrimination against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), religion, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, reproductive health decision making, gender, gender identity, gender expression, age, military status, veteran status, uniformed service member status, sexual orientation, transgender identity, citizenship status, pregnancy, or any other consideration made unlawful by federal, state, or local laws. The Company also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.