Family Centered Services Intake Operations & Billing Specialist

Children & Families of Iowa; Osceola (IA); On-site; USD 42,000 - 62,000; Full time

Job summary

Children & Families of Iowa is seeking an Intake Operations & Billing Specialist to support a large, multi-county program across Iowa. You will coordinate intake, manage data and billing documentation, and communicate with internal teams and partners to ensure timely referrals and accurate records.

The role emphasizes compliance with contract standards, quality improvement, and ongoing professional development. Occasional travel within the state may be required.

Qualifications

• Requires an associate degree with at least two years of relevant experience.
• Bachelor’s degree in a human services-related field preferred.
• Experience in data management, billing, or program coordination preferred.
• Experience with quality improvement, accreditation, or licensing processes preferred.

Responsibilities

• Coordinate intake and case assignment ensuring compliance with state standards and contract requirements.
• Manage referrals, process and assign cases within required timeframes.
• Maintain intake communication channels (phone and email) with responsiveness including occasional after-hours as needed.
• Support billing and data management by ensuring accurate documentation and authorizations.

Skills

Attention to detail

Organizational skills

Time management

Communication

Data systems & reporting

Problem-solving

Education

Associate degree

Bachelor’s degree in human services

Tools

PIMSY

Jarvis

Job description

Description

As the FCS Intake Operations & Billing Specialist, you will play a vital role in ensuring families are connected to services quickly and that program operations run smoothly behind the scenes. This role combines intake coordination, data management, billing oversight, and partner communication, supporting a large, multi-county program that serves families across Iowa. This position offers the opportunity to play a critical role in connecting families to services quickly and efficiently, develop expertise in data systems, compliance, and program operations, work closely with leadership, DHS, and community partners, support program quality, accuracy, and continuous improvement, and be part of a collaborative, mission-driven team.

KEY RESPONSIBILITIES

Intake Coordination & Case Assignment

• Manage ongoing compliance with state standards, licensing, and program requirements related to intake and case assignment across units, ensuring adherence to contract standards.
• Manage all incoming referrals, including processing, clarifying, and assigning cases within required timeframes to appropriate units and ensure Family Preservation referrals are assigned to the designated Family Specialist based on rotation schedules within established timeframes per contract.
• Maintain intake communication channels (phone and email) and ensure timely response to referrals and inquiries, including some nights and weekends for Family Preservation referrals.
• Enter and maintain accurate client data across required systems (e.g., internal database, PIMSY, Jarvis).

Partner Communication & System Coordination

• Manage all incoming referrals, including processing, clarifying, and assigning cases within required timeframes to appropriate units and ensure Family Preservation referrals are assigned to the designated Family Specialist based on rotation schedules within established timeframes per contract.
• Maintain current staff contact information and team alignment information for internal and external partners.
• Track service changes, referrals, and case transitions to ensure accurate records and communication.
• Participate in team meetings to ensure alignment and information sharing across program areas.

Subcontractor Coordination

• Coordinate referrals involving subcontractors, including processing requests, assigning cases, and maintaining accurate records.
• Collaborate with leadership to determine appropriate use of subcontractors.
• Ensure smooth transitions and communication between CFI and subcontracted providers.

Billing & Data Management

• Collaborate with billing manager to ensure accurate, timely, and complete billing processes.
• Maintain up-to-date records related to authorizations, service plans, and billing documentation.
• Complete billing per contract guidelines for approval by billing manager.

Quality Assurance & Program Support

• Assist with audits, evaluations, and implementation of process improvements.
• Support staff training related to intake, billing, and data processes.

Team Collaboration & Professional Development

• Maintain strong communication with quality assurance and program staff to ensure seamless service delivery.
• Participate in staff meetings, trainings, and ongoing professional development.
• Stay current on program requirements, data systems, and best practices.

Requirements

What You Need to Succeed

Education & Experience

• Associate degree with at least two years of relevant experience required.
• Bachelor’s degree in a human services-related field preferred.
• Experience in data management, billing, or program coordination preferred.
• Experience with quality improvement, accreditation, or licensing processes preferred.

Skills & Competencies

• Strong attention to detail and commitment to accuracy, strong organizational and time management abilities.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Effective communication and collaboration skills.
• Proficiency in data systems, spreadsheets, and reporting tools.
• Ability to analyze information and support problem-solving.

Special Requirements

• Valid driver’s license, reliable transportation, and proof of auto insurance required.
• Ability to travel occasionally within the state.
• Maintain all required certifications, training, licensing, accreditation, and compliance with agency and contractual standards.
• Ability to manage complex processes with a high level of accuracy and organization.

Physical & Environmental Requirements

• Ability to perform duties in an office environment with frequent sitting and computer use.
• Occasional standing, walking, and lifting (up to 10 pounds).
• Moderate noise work environment.

Be a part of something extraordinary!

We are proud to be an Equal Opportunity employer. Qualified applicants will receive consideration for employment without regard to race, sex, disability, veteran, or other protected status.