Minnesota Council of Nonprofits
Office Manager Billing Specialist
Minnesota Council of Nonprofits, Saint Paul, Minnesota, United States, 55199
JOB DESCRIPTION
Job Title: Office Manager Billing Specialist
FLSA:
Non Exempt
Job Status: Full Time (30-40 hours per week)
Reports To: Director of Mental Health and Support Services
Location: Onsite at 435 University Ave. East, Saint Paul
Union Gospel Mission Twin Cities (UGMTC) provides emergency shelter, food, basic needs and wraparound programs for people facing homelessness, hunger and addiction in the community. Located in Saint Paul, UGMTC opened its doors in 1902 and has been feeding, sheltering and offering the hope of Jesus Christ to people in need ever since.
Mission:
To provide Christ-centered, life-changing pathways for all people who are experiencing homelessness, hunger and addiction.
Vision:
To see all men, women and children healthy, whole and successful through Jesus Christ and the transforming power of the gospel.
Values:
Faith, Compassion, Respect, Integrity, Excellence.
The Clinical Services department interfaces with UGMTC programs to provide intake and diagnostic assessments, case management, consultation and clinical therapeutic services for men, women and children in UGMTC programs. The department delivers services through licensed social workers, mental health professionals, a graduate mental health internship program, and management of a network of community organizations to obtain services and referrals for residents.
POSITION SUMMARY The Office Manager is responsible for overseeing daily office operations and ensuring the smooth and efficient functioning of administrative activities. This role includes managing Medicaid billing and related insurance claims, ensuring compliance with all regulatory requirements, and supporting staff to deliver quality services. The Office Manager will work closely with leadership to streamline processes, improve efficiency, and maintain accurate financial and client records.
DUTIES AND RESPONSIBILITIES Office Management
Oversee daily office operations, including scheduling, correspondence, supplies, and general administrative support.
Serve as the primary point of contact for internal staff, clients, and vendors regarding office-related matters.
Maintain organized filing systems (electronic and paper) for personnel, financial, and client records.
Assist with onboarding new employees and maintaining HR-related documentation.
Medicaid Billing & Financial Administration
Prepare, submit, and track Medicaid claims and other third-party payer billing accurately and on time.
Verify client eligibility and authorization prior to services being rendered.
Follow up on claim denials, rejections, and unpaid claims; resolve discrepancies promptly.
Maintain knowledge of Medicaid regulations, coding requirements, and compliance standards.
Generate regular financial and billing reports for leadership review.
Collaborate with accountants or finance staff on reconciliations, audits, and reporting.
Compliance & Quality Assurance
Ensure office procedures comply with HIPAA and Medicaid regulations.
Support audits and reviews by providing documentation and responding to inquiries.
Stay updated on changes to Medicaid billing rules, insurance requirements, and regulatory updates.
Communication & Coordination
Act as liaison between staff, clients, and external agencies regarding billing and administrative concerns.
Communicate clearly and professionally with all stakeholders to resolve issues and ensure smooth service delivery.
Support leadership in coordinating meetings, preparing agendas, and distributing information.
MINIMUM JOB REQUIREMENTS
Associate or bachelor’s degree in business administration, Healthcare Administration, Accounting, or related field preferred.
Minimum 2–3 years of office management or administrative leadership experience.
Hands‑on experience with Medicaid billing and insurance claims processing required.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
Knowledge of Medicaid regulations, CPT/ICD coding, and reimbursement processes.
Strong organizational, problem‑solving, and multitasking skills.
Excellent written and verbal communication abilities.
Proficiency in office software (e.g., Microsoft Office Suite) and billing/EMR software.
Ability to maintain confidentiality and comply with HIPAA regulations.
Detail‑oriented and able to meet deadlines in a fast‑paced environment.
WORKING CONDITIONS AND PHYSICAL EFFORT
Work is normally performed in a typical interior/office work environment.
Work involves physical effort encountered in normal, everyday office activities.
Must be able to lift 15-20 lbs.
Limited exposure to physical risk.
Work requires pushing, pulling, reaching, crouching, stooping, walking, twisting, carrying, and other physical activities.
Union Gospel Mission Twin Cities is a 501(c)(3) nonprofit Christian organization. Employees must understand and fully support the Mission’s Statement of Faith and adhere to the Mission’s Employee Handbook policy manual and guidelines set forth by the organization.
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Job Title: Office Manager Billing Specialist
FLSA:
Non Exempt
Job Status: Full Time (30-40 hours per week)
Reports To: Director of Mental Health and Support Services
Location: Onsite at 435 University Ave. East, Saint Paul
Union Gospel Mission Twin Cities (UGMTC) provides emergency shelter, food, basic needs and wraparound programs for people facing homelessness, hunger and addiction in the community. Located in Saint Paul, UGMTC opened its doors in 1902 and has been feeding, sheltering and offering the hope of Jesus Christ to people in need ever since.
Mission:
To provide Christ-centered, life-changing pathways for all people who are experiencing homelessness, hunger and addiction.
Vision:
To see all men, women and children healthy, whole and successful through Jesus Christ and the transforming power of the gospel.
Values:
Faith, Compassion, Respect, Integrity, Excellence.
The Clinical Services department interfaces with UGMTC programs to provide intake and diagnostic assessments, case management, consultation and clinical therapeutic services for men, women and children in UGMTC programs. The department delivers services through licensed social workers, mental health professionals, a graduate mental health internship program, and management of a network of community organizations to obtain services and referrals for residents.
POSITION SUMMARY The Office Manager is responsible for overseeing daily office operations and ensuring the smooth and efficient functioning of administrative activities. This role includes managing Medicaid billing and related insurance claims, ensuring compliance with all regulatory requirements, and supporting staff to deliver quality services. The Office Manager will work closely with leadership to streamline processes, improve efficiency, and maintain accurate financial and client records.
DUTIES AND RESPONSIBILITIES Office Management
Oversee daily office operations, including scheduling, correspondence, supplies, and general administrative support.
Serve as the primary point of contact for internal staff, clients, and vendors regarding office-related matters.
Maintain organized filing systems (electronic and paper) for personnel, financial, and client records.
Assist with onboarding new employees and maintaining HR-related documentation.
Medicaid Billing & Financial Administration
Prepare, submit, and track Medicaid claims and other third-party payer billing accurately and on time.
Verify client eligibility and authorization prior to services being rendered.
Follow up on claim denials, rejections, and unpaid claims; resolve discrepancies promptly.
Maintain knowledge of Medicaid regulations, coding requirements, and compliance standards.
Generate regular financial and billing reports for leadership review.
Collaborate with accountants or finance staff on reconciliations, audits, and reporting.
Compliance & Quality Assurance
Ensure office procedures comply with HIPAA and Medicaid regulations.
Support audits and reviews by providing documentation and responding to inquiries.
Stay updated on changes to Medicaid billing rules, insurance requirements, and regulatory updates.
Communication & Coordination
Act as liaison between staff, clients, and external agencies regarding billing and administrative concerns.
Communicate clearly and professionally with all stakeholders to resolve issues and ensure smooth service delivery.
Support leadership in coordinating meetings, preparing agendas, and distributing information.
MINIMUM JOB REQUIREMENTS
Associate or bachelor’s degree in business administration, Healthcare Administration, Accounting, or related field preferred.
Minimum 2–3 years of office management or administrative leadership experience.
Hands‑on experience with Medicaid billing and insurance claims processing required.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
Knowledge of Medicaid regulations, CPT/ICD coding, and reimbursement processes.
Strong organizational, problem‑solving, and multitasking skills.
Excellent written and verbal communication abilities.
Proficiency in office software (e.g., Microsoft Office Suite) and billing/EMR software.
Ability to maintain confidentiality and comply with HIPAA regulations.
Detail‑oriented and able to meet deadlines in a fast‑paced environment.
WORKING CONDITIONS AND PHYSICAL EFFORT
Work is normally performed in a typical interior/office work environment.
Work involves physical effort encountered in normal, everyday office activities.
Must be able to lift 15-20 lbs.
Limited exposure to physical risk.
Work requires pushing, pulling, reaching, crouching, stooping, walking, twisting, carrying, and other physical activities.
Union Gospel Mission Twin Cities is a 501(c)(3) nonprofit Christian organization. Employees must understand and fully support the Mission’s Statement of Faith and adhere to the Mission’s Employee Handbook policy manual and guidelines set forth by the organization.
#J-18808-Ljbffr