Billing & Fiscal Coordinator

SUMMARY 

The Billing & Fiscal Coordinator is a key member of the Children's Services team and advances service excellence by coordinating the financial, reimbursement, compliance, and business support functions that enable high-quality foster care and adoption services. This position serves as the department's primary resource for MDHHS billing, foster parent payments, financial reconciliation, compliance documentation, and business coordination. Working closely with Children's Services leadership and the Finance Department, this position helps ensure financial integrity, regulatory compliance, and efficient department operations so staff can remain focused on achieving positive outcomes for children and families.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial & Billing Administration (Primary Responsibility)

• Prepare, process, and submit monthly child welfare billing accurately and within required deadlines. 
• Verify billing documentation for completeness and compliance with state and agency requirements. 
• Track and post DHHS payments.
• Monitor reimbursement reports and investigate billing discrepancies. 
• Track contracts, invoices, expenditures and ensure timely payment.
• Maintain billing records and financial files. 
• Prepare financial spreadsheets and reports for leadership. 
• Assist with budget tracking and expense monitoring. 
• Coordinate with finance department regarding billing, payments, and audits.

Office Management

• Manage daily office operations and administrative workflow. 
• Oversee records management and document retention.
• Develop and improve office procedures to increase efficiency. 
• Ensure administrative compliance with agency policies. 

Administrative Support

• Provide administrative support to the Program Director and management team. 
• Maintain compliance databases and reporting systems.
• Prepares data and assists with state licensing reviews/audits.
• Assist with onboarding paperwork for new employees. 
• Track required reports and submission deadlines.  
• Track employee training records. 
• Maintain confidential information in accordance with HIPAA and child welfare regulations.
• Support quality improvement initiatives. 
• Answer phones professionally, direct inquiries appropriately and provide exceptional customer service while      maintaining confidentiality. 
• Support foster parents, biological families, and community partners with administrative needs.

· Ability to understand, demonstrate and apply the Agency's workplace values.

· Perform other job-related duties as assigned.

QUALIFICATIONS 

Required

• Associate’s degree in business administration, Office Administration, Accounting, or related field; bachelor's degree preferred. 
• Minimum of 3 years of progressively responsible administrative support and accounting/billing experience. 
• Strong attention to detail and accuracy.
• Experience managing billing, accounting support, or financial recordkeeping. 
• Exceptional organizational and time management skills. 
• Ability to maintain confidentiality. 
• Advanced proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint). 
• Excellent written and verbal communication skills. 
• Ability to prioritize multiple projects while meeting deadlines. 

Preferred

• Experience working in child welfare, human services, healthcare, or nonprofit      organizations. 
• Experience with child welfare state billing systems. 
• Experience supporting executive leadership. 
• Experience with MiSACWIS and Extended Reach.