A/P Coordinator

One Day At A Time
The A/P Coordinator provides administrative, technical, and fiscal support to the Director of Administration and Finance in order to achieve the organization's mission, goals and objectives. Specifically, the Program Coordinator provides accounts payable, office administration, and executive assistance. This position also supports the Human Services Administrator with maintaining a working environment that attracts and retains high quality staff.
Position Details
Key Duties & Responsibilities: 
  • Verify and enter billable units; Screen and review information for accuracy;
  • Apply the appropriate codes (ICD-10); Research and make corrections in the billing system
  • Support our billing, A/R and A/P processes for facility and private pay customers in EZClaim, CareWare and Microix
  • Learn all billing systems and accurately respond to questions regarding client invoicing and adjustments while ensuring compliance
  • Support reporting that addresses billing variances, denials and payment discrepancies on a timely basis
  • Prepare periodic fiscal reports, financial statements and related records on program activities, progress, status or other special reports for management as directed
  • Supports daily fiscal and billing operations and coordinates activities; recommends priorities
  • Monitor and support the deliberation of program expenditures ensuring that budget allocations are balanced;
  • Maintains accurate documentation for all contracts and fiscal-related correspondence
  • Creates and follows through with all invoices to ensure accurate accounting;
  • Audit monthly bank and Microix statements for proper reconciliation
  • Support collection and reimbursement strategies and initiatives to improve operations and results; Provide timely feedback to management
  • Prepare and/or assist in preparation of proposal for funding and/or funding continuation from outside sponsors
  • Engage in training for new employees and ongoing professional development, as needed
  • Administrative/clerical tasks (i.e. copying, filing, typing, scanning, and other tasks) as assigned by the Program Director
  • As time permits, may be involved in grant research, writing, and submission; and
  • Supports the Director with oversight of office and maintenance inventory supplies
Management and Supervision
  • In the Director’s absence or with instruction, supports the daily operations of the corporate office
  • Attends relevant workshops/seminars and maintains professional relationships in the field
  • Ensures the safety and sanitation of all public areas, to protect the health of both clients and visitors. Investigates employee accident reports. Responsible for assuring that policies and procedures are followed
  • Ensures that accurate and complete records for ODAAT clients, staff and volunteers, safety policies, and facility maintenance are maintained as required by ODAAT policies, city contracts/ordinances and state and federal laws
  • Ensures that all client care/peer support and facilities policies, procedures, and programs are regularly reviewed and modified in an efficient manner. Stays abreast of current client welfare issues as well as the changing needs of the community
  • Regularly compiles and presents reports to the Director, Human Services (HS) Administrator and City monitors on facility operations and activities. At the Director’s request, coordinates efforts with President and Shelter Director to develop long-range programs and review policies and procedures
  • Supports Director with new and on-going organizational development projects regularly to determine and implement needed changes
  • Regularly reviews facility policy and procedures manuals, and standard operating procedures to assure compliance with local, state and federal guidelines, and the facility mission
  • Works with the HS Administrator to review job performance, evaluate, train and develop assigned personnel as needed. Addresses client care employee grievances and complaints as needed and requested
  • Schedules and monitors front office staff and coordinates client care/peer support volunteers to ensure the corporate and shelter facilities are adequately staffed to provide proper care and maintenance 365 days a year, as needed
  • Monitors safety compliance of staff and volunteers
  • Institutes staff training to assure staff is aware of new and revised policies, procedures, rules and regulations, and to share ideas to improve client care and customer services
  • As time permits, may be involved in grant research, writing, and submission
Customer Service and Outreach
  • Develops and maintains positive, professional relationships with vendors, staff, volunteers, and others
  • Initiate and answer telephone calls/inquiries regarding billing and fiscal follow-up
  • Participates in special projects as needed, including annual fundraising events and employee development programs
Education, Knowledge, Skills & Abilities: 
  • Associates degree (AA) is required; Bachelor’s degree (BA/BS) preferred;
  • Must have the ability to work independently and can provide technical assistance to other team members
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.);
  • Excellent verbal and written communication skills
  • Able to develop rapport, provide information, and refer with sensitivity to cultural issues
  • Ability to work and communicate with staff, clients and their families, donors, vendors, community agencies, etc. to meet their needs in a polite, courteous and cooperative manner, yet appropriate assertive as situation may demand
  • Display a high level of initiative, effort and commitment towards completing assignments efficiently
  • Possess excellent time management skills and the ability to work with minimum supervision
  • Knowledge of budgeting and accounting principles preferred
  • Able to meet an occasional flexible work schedule including evenings and weekends, and availability by telephone and/or cell phone
  • Bilingual a plus;
  • Other duties as assigned.
  • Valid Pennsylvania driver’s license preferred
  • Able to lift/move weight up to 50lbs
  • Vision adequate to perform the responsibilities and functions of the job efficiently
  • Must be able to sit for 3 or more hours per day
More Details: 
The employee will work in an office and public, service-delivery environment. Hectic situations can occur in the public area of the facility characteristic to working with the homeless community and the related concerns and situations related to homeless conditions. Potential exists for volatile and unpredictable situations to occur. May experience exposure to strong odors such as soiled clothes and poor hygiene. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
Contact Info
Contact Info: 
Email: ODAATCareers@gmail.com
Additional Application Info: 
Interested applicants should email their cover letter and resume along with salary requirements