Staff Analyst, Invoicing (N26)

Heluna Health; Los Angeles (CA); On-site; USD 76,000 - 110,000; Full time

Job summary

Heluna Health in Los Angeles County is seeking a Staff Analyst (SA), Invoicing, to oversee the ERC invoicing system for 100+ facilities. The role reports to the Associate Director of the Enriched Residential Care Program and ensures invoices are processed accurately and on time.

The SA will coordinate with RAP and ODR staff, maintain income data, and support program compliance. This hybrid role may involve office and remote work and requires strong MS Office proficiency and attention to detail.

Qualifications

• Four or more years of highly complex administrative experience in the health, housing, social services, or related sectors.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Access) and related tools.

Responsibilities

• Assist with generating monthly invoices, Letters of Agreements, and Project-Based Site invoices for ERC Facility Administrators.
• Receive, review, and process incoming invoices in a timely manner.
• Provide technical assistance to Facility Administrators to ensure all billing inquiries and issues are addressed.
• Maintain current and up-to-date database of income and rate data for all clients and facilities.
• Maintain multiple internal tracking documents for move-ins/exits, relocations, rate changes, and garnishments.
• Communicate with RAP Team and ODR staff to ensure payments are made for all new client referrals.
• Work with Wellness and Compliance teams to ensure data quality and address discrepancies.
• Monitor monthly payments to prevent overpayments and initiate overpayment/collection processes when needed.
• Prepare and distribute Overpayment History Reports and Monthly Overpayment Breakdown Summaries.
• Complete reports such as Garnishment Report, Monthly Invoice Report, ODR Operational Cost Report & Census report.

Skills

MS Office

Data entry

Communication

Problem solving

Tools

Microsoft Office Suite

Job description

Salary Range: $6,806.73 - $9,820.80 monthly

SUMMARY

The Los Angeles County Department of Homeless Services and Housing (HSH) consolidates our countywide response to homelessness.The driving force behind HSH is increasing accountability and transparency, improving care for people experiencing or at risk of homelessness, and streamlining collaboration with partners including services providers, the County’s 88 cities, and unincorporated areas to deliver high-quality, life-saving care. Staff schedules are based on business need and may include the option of a hybrid work schedule where employees work remotely and from the office.

The Staff Analyst (SA), Invoicing position will report to the Associate Director of Enriched Residential Care Program (ERC), who manages the daily operations of the ERC Facility Improvement & Performance program. ERC provides permanent housing for homeless individuals who need assistance with their activities of daily living in a 24-hour licensed care facility.

The SA will be responsible for overseeing the ERC invoicing system and related financial processes for more than 100 ERC facilities and the clients enrolled in the program, ensuring invoices are processed accurately, timely, and in accordance with established program requirements.

ESSENTIAL FUNCTIONS

• Assist with generating monthly invoices, Letters of Agreements, and Project-Based Site invoices for ERC Facility Administrators.
• Receive, review, and process incoming invoices in a timely manner.
• Provide technical assistance to Facility Administrators to ensure all billing inquiries and issues are addressed.
• Maintain current and up to date database of income and rate data for all clients and facilities.
• Maintain multiple internal tracking documents for move-ins/exits, relocations, rate changes, and garnishments.
• Communicate with Referrals, Assessments, and Placements (RAP) Team and Office of Diversion & Reentry (ODR) staff to ensure payments are made for all new client referrals.
• Work with client Wellness Team to validate any discrepancies.
• Work with Program Quality & Compliance team to ensure data quality in tracking changes in income and overpayments.
• Monitor monthly payments to ensure there are no overpayments to facilities.
• Initiate overpayment and collection processes for facilities that were overpaid.
• Prepare and distribute Overpayment History Reports and Monthly Overpayment Breakdown Summaries to facilities subject to garnishment, ensuring overpayment and recovery information is accurate, complete, and clearly documented.
• Complete various reports such as Brilliant Corners Garnishment Report, Monthly Invoice Report, ODR Operational Cost Report & Census report, and other reports as requested.
• Collaborate with Regional Program Managers (RPMs) to identify, address, and resolve noncompliance issues related to late or untimely invoice submissions by Facility Administrators (FAs), including monitoring recurring issues and supporting appropriate corrective action when necessary.
• Participate in quarterly technical assistance calls and quarterly learning communities with facility operators.
• Participate in monthly team meetings.
• Other duties and special projects as assigned.

JOB QUALIFICATIONS

Four or more years of highly complex administrative experience in the health, housing, social services, or related sectors.

Certificates/Licenses/Clearances

• A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Successful clearance of the Live Scan process with the County of Los Angeles.

Other Skills, Knowledge, and Abilities

• Proficient skill set in using an array of Microsoft Office Suite software programs such as Word, Excel, PowerPoint, Access, Adobe Reader, One Note, Outlook, Publisher, Skype, Outlook, etc.
• Able to multi-task and set workload priorities for time sensitive projects/tasks.
• Ability to problem solve and make recommendations to processes, policies, etc.
• Able to communicate with all levels of personnel, e.g., written, verbal, in a professional and concise/clear manner; ability to work within a project team and/or independently.
• Able to work in a very diverse environment and with diverse individuals.
• Ability to be flexible in meeting changing work tasks and timelines; must be dependable and reliable.

PHYSICAL DEMANDS

Stand: Frequently

Walk: Frequently

Sit: Frequently

Reach Outward: Occasionally

Reach Above Shoulder: Occasionally

Climb, Crawl, Kneel, Bend: Occasionally

Lift / Carry: Occasionally - Up to 15lbs

Push/Pull: Occasionally - Up to 15lbs

See: Constantly

Taste/ Smell: Not Applicable

Not Applicable = Not required for essential functions

Occasionally = (0 - 2 hrs/day)

Frequently = (2 - 5 hrs/day)

Constantly = (5+ hrs/day)

WORK ENVIRONMENT

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.