Billing & Outreach Administrative Specialist

Youth & Family Services of Washington County, Inc.; Bartlesville (OK); Hybrid; USD 32,000 - 52,000; Full time

Job summary

Youth & Family Services of Washington County, Inc. is seeking an organized administrative assistant to support billing, outreach, and daily operations. Responsibilities include managing JOLTS access, handling paytracking forms, and assisting with donations, events, and social media.

The role requires strong attention to detail, excellent communication, and proficiency with Microsoft Office. Collaboration with staff, clients, and community partners is essential to deliver high-quality services.

Qualifications

• High school diploma or equivalent required; technical training or college coursework in accounting, finance, business, or a related field preferred.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Ability to maintain accurate billing and service records with strong attention to detail.
• Excellent phone etiquette and effective written and verbal communication skills.
• Ability to establish and maintain effective working relationships with staff, clients, and community partners.
• Experience or comfort with social media platforms and community outreach is beneficial.

Responsibilities

• Manage JOLTS access – Obtain Juvenile On-Line Tracking System (JOLTS) identification for staff and submit paperwork to inactivate IDs for former staff.
• Provide backup support to the Receptionist and other support staff as needed.
• Assist with community outreach, including preparation of promotional materials and event support.
• Assist with donations and sponsorships for agency events and fundraising initiatives.
• Support agency social media, including posting updates, promoting programs, fundraising efforts, and community engagement.
• Maintain paytracking forms used to bill program contracts for services provided to clients.
• Provide copies of paytracking forms to the Accounting Director for payroll.
• Submit Medicaid claims by noon each Wednesday.
• Track denied claims and re-bill as needed.
• Compile OJA claims, review for accuracy, and make necessary corrections.
• Compile Community Sentencing claims and prepare the corresponding invoice.

Skills

Microsoft Office

Excel

Attention to detail

Excellent communication

Team collaboration

Education

High school diploma or equivalent

Accounting/Finance coursework preferred

Tools

Medicaid claims system

Paytracking forms software

Job description

Responsibilities

AS-NEEDED

• Manage JOLTS access – Obtain Juvenile On-Line Tracking System (JOLTS) identification for staff and submit paperwork to inactivate IDs for former staff.
• Provide backup support to the Receptionist and other support staff as needed.
• Assist with community outreach, including preparation of promotional materials and event support.
• Assist with donations and sponsorships for agency events and fundraising initiatives.
• Support agency social media, including posting updates, promoting programs, fundraising efforts, and community engagement.

WEEKLY

• Maintain paytracking forms used to bill program contracts for services provided to clients.
• Provide copies of paytracking forms to the Accounting Director for payroll.
• Submit Medicaid claims by noon each Wednesday.
• Track denied claims and re-bill as needed.

MONTHLY

• Compile OJA claims, review for accuracy, and make necessary corrections.
• Compile Community Sentencing claims and prepare the corresponding invoice.

Qualifications

• High school diploma or equivalent required; technical training or college coursework in accounting, finance, business, or a related field preferred.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Ability to maintain accurate billing and service records with strong attention to detail.
• Excellent phone etiquette and effective written and verbal communication skills.
• Ability to establish and maintain effective working relationships with staff, clients, and community partners.
• Experience or comfort with social media platforms and community outreach is beneficial.