ADMIN - INVOICING AND TRACKING SPECIALIST

Description

Position Summary:

The ITS plays a vital role in supporting financial operations by partnering with the Business Office, Family Managers, Program Managers, and the Director to ensure co-managed employees are paid accurately and on time. Working in compliance with state-mandated regulations and Department of Labor (DOL) requirements, the ITS serves as the central hub for processing vouchers, transfers, and check requests. Through careful attention to detail and data accuracy, this position helps ensure audit readiness, financial accountability, and smooth operational workflows.

Responsibilities: 

• Collect and track employee timesheets weekly; enter timesheets into tracking system and submit payroll reports to accounting
• Crosscheck billing with services as needed 
•  Process family vouchers and invoices for payment 
•  Generate monthly check requests for vendors; process all vendor invoices 
•  Enter program-specific data into tracker monthly 
•  Initiate, facilitate and complete internal transfers between Moore Center departments. 
•  Process background checks on all potential providers and designees as requested by The Moore Center program managers 
•  Mentor and train all assistants and designee(s) on completing mandatory background checks and assisting program managers in the direct service provider (DSP) onboarding process to ensure compliance with state, federal and waiver requirements. 
• Cover Front Desk and assist with greeting families and answering phones.
• Act as the administrative expert for the annual audit as well as any additional audits or compliance related requests. 
• Conduct business in a professional manner and in accordance with HIPAA regulations. 
• The ITS may be asked to participate in Agency-wide committees, teams, and work groups with a focus on collaboration, knowledge sharing and strategic efficiency.
• Complete other duties and responsibilities as assigned 

Requirements

Qualifications: 

Education and Experience 

• Associate’s degree in accounting preferred 

• 3 to 5 years’ experience in related field preferred Skills and Abilities

• Ability to work independently and as part of a team 

• Excellent time management and organization skills, including the ability to prioritize multiple tasks and ensure timely follow-through

• Ability to interact effectively and communicate with people of varied educational, socioeconomic, and ethnic backgrounds, skill levels and value systems 

• Customer service focused and solution driven. 

• Excellent verbal and written communication skills 

• Ability to learn, master and comfortably adapt to new technology to improve efficiency.