Compliance & Operations Specialist

West Hartford Chamber; West Hartford (CT); On-site; USD 34,000 - 39,000; Full time

Job summary

Jewish Family Services of Greater Hartford in West Hartford, CT seeks a Compliance & Operations Specialist to manage caregiver payroll, client billing, and daily financial operations under the Director of Care at Home.

You will ensure accurate payroll, timely billing, and audit-ready records, support compliance in the field, and assist with general office and program operations. This is a full-time role requiring attention to detail and the ability to travel to client homes as needed.

Qualifications

• HS diploma required; associate/bachelor preferred in business or healthcare
• Minimum of five years of progressive administrative experience
• Experience managing payroll, billing, collections, audits
• Familiarity with non-medical home care guidelines and older adults
• Valid driver’s license and ability to travel to client homes

Responsibilities

• Process payroll weekly, review timesheets, answer questions
• Process client billing weekly, review time, send invoices
• Monitor client relations and address issues
• Track receivables and contact payers to resolve unpaid bills
• Prepare LTC insurance claims documentation
• Prepare routine financial reports and aging A/R for Senior Accountant
• Audit client and billing records for compliance
• Audit caregiver files for annual skills/compliance checks
• Track health benefit statuses and related documentation
• Answer main office calls and order supplies
• Participate in staff on-call rotation

Skills

Customer service

Bookkeeping

Payroll

Accounts receivable

MS Office

QuickBooks

ClearCare/WellSky

Time management

Education

High School diploma

Associate or Bachelor's in Business/Accounting/Finance/Healthcare Administration

Tools

Excel

Word

Outlook

Access

ClearCare/WellSky

Zoom/Teams

Job description

Position Summary

The Compliance & Operations Specialist works under the supervision of the Director of Care at Home (CAH) by JFS. This role manages CAH caregiver payroll, client billing, accounts payable, accounts receivable, compliance tracking, and daily routine financial operations. The Compliance & Operations Specialist ensures the accurate, timely completion of payroll and billing workflows, maintains audit-ready physical and electronic records, supports quality compliance in the field, and assists with general office, programmatic, and operational needs.

Position Title:

Compliance & Operations Specialist

Position Type:

Full-time (40 hours/week)

Reports To:

Director, Care at Home by JFS

Location:

West Hartford, CT

Compensation:

$25.00 – $28.00/hour depending on experience

Purpose

The purpose of this job description is to communicate the responsibilities, expectations and duties associated with the position. It should also be noted that some responsibilities and duties may not be specifically addressed. Further, JFS emphasizes a team approach and fully expects every person to perform any reasonable task or request that is consistent with fulfilling business objectives.

Key Responsibilities

• Process payroll, weekly, includes reviewing timesheets for accuracy, processing payroll, and answering related employee questions
• Process client billing, weekly, includes reviewing billed time for accuracy, sending out invoices, and answering related client questions (includes institutional partner programs e.g UCONN GUIDE)
• Conduct and support client relations to monitor customer satisfaction and escalating issues when needed
• Regularly and consistently track receivables and contact clients, insurance companies, or third-party payers to resolve unpaid bills
• Prepare and submit documentation for clients’ Long-Term Care (LTC) insurance claims and reimbursements
• Prepare routine financial, caseload, and accounts payable reports, including aging A/R, and profit margin trends and health for the Senior Accountant and Director
• Audit client and billing records regularly to ensure all required paperwork meets state and agency standards
• Audit employee files to make sure annual caregiver skill assessments and compliance checks are finished on time
• Track employee health benefit statuses, and complete all associated documentation to assure compliance and employee coverage
• Answer main office phone calls warmly, assist callers with questions, and order office supplies as needed
• Take part in the staff on-call rotation to help manage after-hours agency and client needs

Additional/other duties or job functions may be required as deemed necessary.

Knowledge, Skills, and Abilities

• Strong customer service and communication skills with the ability to represent the agency positively to prospective and active clients
• Knowledge of bookkeeping, payroll practices, accounts receivabl
• High accuracy in data entry, invoice preparation, math calculations, and discrepancy audits.
• Intermediate to advanced MS Office skills (Excel, Word, Outlook, Access)
• Working proficiency in QuickBooks and standard accounting platforms
• Experience with or capacity to quickly learn home care management software (ClearCare/WellSky) and video conferencing tools (Zoom, Microsoft Teams)
• Strong organizational and time-management skills; capacity to pivot across competing deadlines with minimal supervision
• Support for the mission, values, and operational standards of Jewish Family Services of Greater Hartford

Minimum Qualifications

• High School diploma required. Preference for associate or bachelor’s degree in Business, Accounting, Finance, Healthcare Administration, or a closely related field
• Minimum of five (5) years of progressive administrative experience providing direct operational and financial assistance to leadership
• Prior experience managing financial workflows (billing, payroll, collections, audits)
• Preference for familiarity with non-medical home care guidelines and working with older adults
• Valid driver’s license, reliable transportation, and the ability to travel independently to client homes

Physical & Work Environment Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Environment: Professional office environment in West Hartford, CT.
• Physical Demands: Prolonged periods of sitting at a desk and working on a computer; intermittent standing, walking, bending, and light lifting (up to 20 lbs) associated with office supplies and record handling

Benefits of Working for Our Team

In addition to salary, the following benefits are available for this position:

• Paid Time off:
  • Fifteen (15) days of paid time off annually
  • Fifteen (15) days of paid sick time annually
  • Approximately fifteen (15) paid holidays annually, this includes a mix of legal, national, and Jewish holidays
  • Additional Longevity bonus after two (2) years of employment. For every two (2) years of service, employees will be given one (1) longevity day, up to a maximum of five (5) days
• Mileage reimbursement for travel outside of regular daily commute
• Medical, dental, and vision insurance (JFS pays 70% of premiums)
• Peace of mind, with Long-Term Disability Insurance, Group term life insurance at no cost to employees
• Options for employees to elect additional term life insurance
• Options to contribute to a 403(b) retirement account
• Employee Assistance Program (EAP)
• Professional Development opportunities including membership in the Network of Jewish Human Service Agencies where ideas are shared, supportis offered, and collaboration with colleagues throughout North America is encouraged

Cultural Competence

Employees will be sensitive and responsive to the ethnic, racial, cultural, socio-economic, religious and national diversity in JFS’s service population and among its employees. This role involves working with members of our community who may be experiencing food and financial insecurity. Whoever fills this role must be empathetic and sensitive to the needs of our clients and have the ability to serve clients without judgement. Understanding of and appreciation for Jewish community and culture is critical.

Equal Employment Opportunity Commitment

It is the policy of JFS to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, marital status (including civil unions), national origin, ancestry, military/veteran status, genetic information, pregnancy, disability, hair texture/protective hairstyles, status as a domestic violence victim, erased criminal record information or any other characteristic protected by law, and to treatapplicants and employees in a non-discriminatory fashion in compliance with applicable law.