Business Office Associate

Description

The Business Office Administrative Associate is an integral member of the Agency’s administrative support team, responsible for assisting with the efficient and effective operation of the Business Office. This role involves performing a variety of regular administrative tasks and project-specific duties to ensure the agency’s business functions are carried out in an organized, accountable, and timely manner.

•  Processes payroll-related general ledger entries and submits employee discretionary 403(b) contributions via Nationwide.com as needed.
• Assists the Business Manager with accounts payable functions, including invoice processing through AvidXchange.
• Supports month-end close activities, including account reconciliations (e.g., cash, prepaid expenses, fixed assets, deferred revenue, and other accruals), credit card reconciliations, and collaboration with the Development team to maintain Raiser’s Edge records.
• Maintains accurate records of staff paid leave; reviews and verifies Paid Leave Requests for accuracy and accountability across Teams, Insync, and/or Paylocity systems.
• Conducts background checks and processes additional documentation for new hires not completed through Paylocity; supports FocusHR in onboarding tasks as needed and enrolls new employees in Employee Navigator. Oversees onboarding for Emotional Wellness employees outside of Paylocity, including completion of required forms and background checks.
• Manages 403(b) plan eligibility tracking and assists employees with enrollment in the agency-sponsored retirement plan.
• Performs other duties as assigned to support departmental and agency operations.

Requirements

To successfully perform this role, an individual must competently fulfill all essential responsibilities. The requirements listed represent the knowledge, skill, and ability required for the Business Office Administrative Associate position. 

Reasonable accommodations will be made for individuals with disabilities to perform the essential functions.

• Experience with insurance billing, client accounts, and third-party payer communication is strongly preferred.
• Strong organizational skills with the ability to manage multiple tasks and maintain accurate records.
• Detail-oriented, dependable, and able to work independently as well as collaboratively in a team environment.
• Knowledge of insurance credentialing and billing processes is a plus.
• Sensitivity to and respect for cultural differences and diverse backgrounds.
• Strong communication and facilitation skills.
• Self-motivated and self-directed individual.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn specialized software (e.g., EMR systems).

 Education and Experience: 

Associate’s degree in business administration, accounting, or a related field. Bachelor's degree preferred. Minimum of two (2) years of experience in administrative support, payroll processing, billing, or office management, preferably in a healthcare or nonprofit setting.

Language Skills:

Strong interpersonal, oral, and written communication skills are essential. Bilingual proficiency in Spanish and English is a plus.

Reasoning Ability:

Ability to apply common sense and understanding to carry out written, oral, or diagram instructions. Ability to deal with problems involving multiple variables in standardized situations.

Physical Demands:

While performing the duties of this job, the employee is frequently required to communicate, listen, and see. The employee must often sit, stand, walk, and reach with hands and arms. The employee will occasionally lift, push, or move up to fifteen (15) pounds. 

Work Environment:

This position will primarily be based in an office setting, with some remote work options available. The environment is typically quiet to moderate and collaborative in nature, supporting clinical and team-based activity.