Self-Hired Staff Documentation & Compliance Coordinator

AIM Services Inc; City of Saratoga Springs (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

AIM Services Inc. is seeking a payroll and billing support specialist in Saratoga Springs, NY. This role ensures accurate processing of self-direction payroll, billing, and related accounting functions in line with OPWDD and Medicaid requirements.

You will monitor documentation, follow up on missing items, and provide timely support to internal teams while maintaining confidentiality and ensuring regulatory compliance.

Qualifications

• Ability to process payroll and billing accurately.
• Experience in payroll or related billing roles preferred.
• Strong organizational, time management, and mathematical skills.
• Accurate data entry and numerical reporting ability.

Responsibilities

• Process and verify payroll and related billing transactions accurately and within established deadlines.
• Ensure payroll billing is completed contemporaneously with services rendered, hours worked, or other applicable billing events, in accordance with organizational requirements.
• Perform customer service functions by answering employee and family requests and questions via email, phone calls or other forms of communication as deemed appropriate.
• Identify, investigate, document, and resolve payroll discrepancies, billing errors, missing documentation, and variances in a timely manner.
• Prepare and maintain payroll reports, billing reconciliations, accounting entries, and other required documentation.
• Assist internal and external teams with audits by providing accurate payroll records, contemporaneous billing support, reconciliations, and other requested documentation.
• Maintain organized records and follow established retention, approval, and documentation procedures.
• Recommend process improvements to strengthen payroll accuracy, billing timeliness, internal controls, and compliance.
• Any and all other related duties assigned/requested by supervisor.

Skills

Organizational skills

Time management

Mathematical ability

Attention to detail

Communication skills

Reading/writing skills

Education

High School Diploma or GED

Associate Degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

Description

To support the accurate, timely, efficient, and confidential processing of Self-Direction payroll, payroll accounting, and related billing functions in accordance with OPWDD and Medicaid requirements, applicable federal, state, and local laws and regulations, organizational policies, and established procedures. This position supports compliance with contemporaneous service documentation requirements by monitoring outstanding documentation, conducting proactive follow-up with Self-Hired Staff and families, identifying documentation deficiencies, and communicating concerns to the appropriate internal teams to facilitate corrective action and timely resolution.

Status:

Non-Exempt

Essential Duties and Responsibilities:

• Process and verify payroll and related billing transactions accurately and within established deadlines.
• Ensure payroll billing is completed contemporaneously with services rendered, hours worked, or other applicable billing events, in accordance with organizational requirements.
• Perform customer service functions by answering employee and family requests and questions via email, phone calls or other forms of communication as deemed appropriate. Maintain accurate, complete, and timely payroll and billing records to support internal reviews, audits, and regulatory compliance.
• Identify, investigate, document, and resolve payroll discrepancies, billing errors, missing documentation, and variances in a timely manner. Distributing appropriate information to internal teams for corrective actions and educating Self-Hired Staff on the responsibility of completing their documentation contemporaneously with their services rendered.
• Prepare and maintain payroll reports, billing reconciliations, accounting entries, and other required documentation.
• Assist internal and external teams with audits by providing accurate payroll records, contemporaneous billing support, reconciliations, and other requested documentation.
• Maintain organized records and follow established retention, approval, and documentation procedures.
• Recommend process improvements to strengthen payroll accuracy, billing timeliness, internal controls, and compliance.
• Any and all other related duties assigned/requested by supervisor.

Requirements

Qualifications:

• High School Diploma/GED required, Associate Degree preferred.
• 1 year of payroll experience preferred.
• Effective organizational, time management, and math skills.
• Strong organization skills with a keen ability to prioritize and multi-task. Detail oriented.
• Edits work for spelling and grammar, presents numerical data effectively, and can read and interpret written information.
• Demonstrates accuracy, thoroughness, and monitors own work to ensure quality.
• Proficiency in Microsoft Word and Excel.
• Adherence to Agency policies including Attendance Policy.
• Valid NYS Drivers’ License, acceptable to Agency insurance standards preferred.
• Effective communication skills.

Physical/Cognitive Requirements:

• Sitting for extended periods of time.
• Use of computer, and/or writing for extended periods of time.
• Ability to remain calm in stressful or demanding situations.
• Ability to perform multiple tasks.
• Bending, reaching, pushing, and pulling in the course of filing.
• Adherence to Agency attendance policy.

Responsible To:

Self- Direction Director, Assistant Director, Payroll Supervisor and Lead