OFFICE/BENEFITS COORDINATOR

ResCare Community Living

Are you the super-star multitasker type, strong in administration skills? Our Administrative and Clerical positions support the business from multiple locations and via various functions across the nation. Read below for information on this opportunity and apply today!*

The Office Coordinator tracks and processes accounts payable invoices and oversees the supervision of the payroll process, ensuring employees are paid timely and accurately.

Essential Job Responsibilities:

Process Payroll per the operations payroll schedule including distributing payroll checks and communicating payroll discrepancies to the business center
• Collection and review of employee punch correction forms and/or manual timesheets. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Distribute Workforce Timekeeper Employee Time Detail and other Payroll reports received from the Resource Center to supervisors for review
• Collection and review of employee mileage forms. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Process accounts payable invoices including invoice coding to General Ledger Account and locations in Oracle, run and review weekly report, submit invoices that are routed to the Resource Center for payment
• Collect PCard receipts from cardholders weekly and reallocate expenses as required
• Assist with processing of client funds requests as required
• Perform general office duties including preparing office correspondence and memos as needed, ordering and maintaining office supplies, and coordinating office and office equipment maintenance as needed
• Maintain purchase cards and distribute as needed. Obtain weekly spend down and receipts for cardholders/users. Reconcile receipts to US Bank statements, obtain Executive Director approval and retain for audit. Reallocate Purchase card expenses as required
• Prepare and submit Source forms for new locations, relation, lease renewals, and other property updates
• Ensure business documents are retained as per policy
• Performs other duties as assigned

• Two years of related office management or bookkeeping experience
• Ability to communicate (verbally and written) with all levels of personnel, internal and external to the company
• Experience in managing systems, processes, and people
• Must be able to work independently as well as part of a team
• Capable of working responsibly with highly confidential information
• Must meet all agency requirements for pre- employment as required by Company and/or State regulations

Education:

• Must have completed at least two years of relevant college coursework or prior Accounts Receivable or Accounts Payable experience, or equivalent combination of education and experience

Certificates, Licenses, Registrations:

• Valid driver's license from state of residence with a satisfactory driving record as defined by Company vehicle policy and/or liability insurance carrier (as applicable per program requirements)
  
  

Daily Routines-

* Check mail box and sort mail accordingly. - Complete needed documentation from opening and sorting mail.

* Check and follow up with emails. (JFS, Social Security, County Board)

* Check LOC Portal for any changes, Redets, add behold days if needed for individuals who have exceeded their 30-day allotment.

* Maintain updated Client Listings and Guardian Contact Information.

Weekly Routines-

* Census is completed every Monday and entered into 4 databases.

* Contact referral sources for possible admits and set up visits.

* Complete Renewal packets for JFS.

* Complete Recerts for JFS

* Follow up with JFS regarding PL issues that need correction.

* Request TL and HL though the LOC Portal on an ongoing basis.

* Follow up on bills from medical providers that are mailed to individuals.

Monthly Routines-

* End of the month Census completed & sent to BOM

* Wages reported to Social Security no later than the 5th of the month.

* Update spreadsheets for followings month's Census.

* Chair HRC Meeting 3rd Monday of the month and complete Meeting minutes.

* Expert Evaluations sent monthly from ASPI for completion of their individuals.

* Complete and enter Site Reviews no later than the 19th of the month.

* Complete and mail all Rep Payee reports.

* Complete and mail all Disability Reports.

* Maintain Medicaid eligibility for all individuals by meeting government service requirements if assets limits according to individuals program limitations.

Quarterly Routines-

* Work with Attorney's to establish Trust Funds and complete necessary paperwork.

* Work with families, funeral homes and cemeteries to establish pre-need funeral arrangements and facilitate funeral services as needed.

* Mail ISP dates and time notifications to each guardian/family member.

* Schedule and attend Fraternal Order of Eagles events involving 4 original homes.

* Keep records of consumer community outreaches for yearly requirements.

* Shop for and organize special events.

Complete payee applications for all new admits.

* Complete LOC documentation for all new admits.

* Liaise with the Psychologist as needed to ensure that new admits have a current Psych Evals. with ID diagnosis.

* JFS annual renewals

* Payeeship applications

* RFMS - requests, reconciling, application

* Benefits

* DODD website-My Portal- LOC and RMNs

* HCS