Medical Billing Program Specialist II

SHELTER, Inc.; Fairfield (CA); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Paid Time Off

Paid holidays

Life insurance

Tuition reimbursement

401k with company match

Pet Insurance

Employee Assistance Program

Discount Marketplace

Job summary

SHELTER, Inc. in California is seeking an Administrative Billing Specialist to manage CalAIM and Medi-Cal billing for the campus, with strong data entry and intake support. The role includes coordinating with program staff and handling documentation and reporting.

You’ll answer calls, maintain HMIS/Office Ally records, and provide clerical backup while ensuring accuracy and compliance. The position offers standard business hours, on-site work, and opportunities to grow within a mission-driven

Qualifications

• Experience supporting managers and staff with administrative duties.
• Experience with CalAIM billing, Medi-Cal or other healthcare billing processes.
• Proficient in Microsoft Office (Outlook, Word, Excel) and Adobe.
• Access to reliable transportation and valid DMV record.
• Typing speed at least 35 words per minute.
• Bilingual English/Spanish preferred.

Responsibilities

• Respond to calls and emails with high-quality customer service.
• Track and document billable services; submit and monitor CalAIM/Medi-Cal billing claims.
• Provide intake support including screenings and scheduling.
• Prepare, distribute and file correspondence, notices and reports.
• Assist with program/client/tenant file audits for compliance.
• Prepare scheduled and ad-hoc reports; assist supervisor and team.
• May serve on internal committees and provide back-up coverage.

Skills

CalAIM billing

Medi-Cal billing

Customer service

Data entry

Communication

Confidentiality

Education

Associates degree in administrative services

Two-year administrative certification

Tools

Yardi

HMIS

Intacct

Rippling

Office Ally

Job description

SHELTER, Inc. rebuilds lives one family at a time, by helping them re-establish a home and assisting with the skills and resources needed to live the life they deserve. Created in 1986, we are a community-based non-profit currently operating in Contra Costa, Solano, Sacramento, and Marin counties. In 2024 our compassionate teams helped 5,824 people including 1,938 children secure or maintain their housing.

We believe a safe home and the opportunity to thrive are rights—not privileges. Every day, our teams have the honor of walking alongside families and individuals as they rebuild their lives. If you’re looking for more than just a job—and you want to be the spark that ignites lasting change in your community—you’ll find purpose here!

Employment Details: Full Time, Non-Exempt, Monday - Friday from 8 AM - 4:30 PM or 8:30 AM - 5:00 PM

Compensation: $23.50 - 30.25/hour

PURPOSE of ROLE: This position will prioritize and manage the medical & CalAIM billing for the campus. This will entail the focus, tracking of services, communication with, and submittal of billing for provided services. This position also has a key element of administrative support to program and staff, including ad hoc assignments, to meet program and agency needs. This role includes clerical tasks such as answering calls and returning calls, file and document management, assisting with participant information, data input in to systems, and collecting documentation. Upon occasion, intakes will also be supported.

RESPONSIBILITIES:

ADMINISTRATIVE

• Respond to calls and emails, providing high quality customer service by responding promptly, accurately, and professionally to all inquiries and requests for assistance.


• Track and document billable services; prepare, submit, and monitor CalAIM/Medi-Cal billing claims; review claims for accuracy and completeness; research and resolve denied or rejected claims; maintain billing records and supporting documentation; and prepare billing-related reports to ensure compliance with agency, funding, and regulatory requirements.


• Provide intake support by assisting with client screenings, intake paperwork, eligibility verification, appointment scheduling, and record maintenance.


• Assist with preparation, distribution, and filing of correspondence, notices, invitations, reports, files, etc.


• Assist with program/client/tenant file audits to ensure program regulatory compliance.


• Prepare scheduled and ad-hoc reports and validate for accuracy.


• Provide administrative support to supervisor and assigned team.


• May serve on internal committees as needed.


• Serves as backup for certain positions as needed for employee breaks, meal periods, vacation and sick leave coverage.


• Other administrative duties as assigned.

DATA DOCUMENTATION

• Keep all relevant data up to date in applicable systems and databases ( HMIS, Yardi, Intacct, Office Ally, Rippling, etc.)


• Maintain electronic files in accordance with applicable guidelines, completing data entry timely.


• Participate in service trainings for front (client) facing staff when assigned.


• Perform other data or program duties as requested.

PROGRAM SPECIFIC (VARIES BASED ON TEAM)

• Screening prospective participants for eligibility of services.


• Acting as a liaison to internal and external service resources, including communication and correspondence with referring agencies, vendors, and service partners.


• Provide coordination of outside vendors, purchases, deliveries, etc…when asked.

EXPECTED PROFICIENCIES:

• Adaptability with an enthusiastic and positive attitude


• Excellent, professional, communication skills, including maintaining confidentiality and setting boundaries.


• Ability to use basic office and computer equipment, including single and multi-line telephones, copiers, scanners, facsimile machines.


• Ability to produce, distribute, organize, file, and store documents (paper and electronic).


• Competency in data entry and ability to work with a web-based database.


• Customer service and problem-solving approach and skills as demonstrated through patience, tolerance, tact, diplomacy, and flexibility in all situations.


• Well organized and ability to effectively manage multiple assignments to meet project deadlines.


• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.


• Familiar with and able to use Office Ally or any other medical billing portal


• Familiar with Partnership Health Plan, Kaiser Permanente, Sutter Health and North Bay Health providers


• Have a clear understanding of Community Supports Services and Enhanced Care Management

MINIMUM QUALIFICATIONS:

• Experience that demonstrates a capacity to provide support to managers and staff in various administrative duties as well as special projects.


• Experience with CalAIM, Medi-Cal, or other healthcare billing processes, including claims submission, billing documentation, and use of billing portals, preferred.


• Skilled in Microsoft Office Outlook, Word, Excel and Adobe programs.


• Access to reliable personal transportation required, including a DMV record that permits driver to be insured under SHELTER, Inc.’s automobile coverage.


• Must successfully pass a criminal background check.


• Type at a minimum of 35 words per minute.

PREFERRED QUALIFICATIONS:

• Associates degree in administrative services or related area, and/or certification from a two year program in related area.


• Experience with Yardi, HMIS, Intacct, Rippling, and Office Ally.


• Experience working with low income and/or homeless populations.


• Experience working in diverse settings with people across all socio-economic spectrums and a wide variety of personalities and roles - staff, residents, local agencies, contractors, lenders, etc.


• Bilingual English/Spanish

PHYSICAL DEMANDS:

The physical demands described below 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 .

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel objects. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

There are no unusual environmental conditions. Typically, the noise level in the work environment is quiet.

WHAT WE OFFER:

• 18 days of Paid Time Off


• 15 paid holidays, including your birthday!


• 100% paid Group Term Life insurance, Accidental Death & Dismemberment, Long-term disability insurance


• Up to $3,000 Tuition Reimbursement a year


• 403b with SHELTER Inc., matching contribution


• Pet Insurance


• Employee Assistance Program


• Discount Marketplace
  
• Internal growth opportunities

SHELTER, Inc., is an equal opportunity employer. We believe diverse perspectives drive innovation and lead to better outcomes for the communities we serve. We strongly encourage applications from individuals with varied backgrounds, identities, and lived experiences.

Notice: This description is a guide only. Upon hire, you will receive a formal job description.