Administrative Specialist; Billing

ADMINISTRATIVE SPECIALIST (BILLING)

Join to apply for the ADMINISTRATIVE SPECIALIST (BILLING) role at Vadis

Process, verify, and reconcile all accounts receivable, ensuring internal controls are managed throughout the department. Work with customers when issues arise.

• Work with Accounting Specialist within Quick Books software platform as requested.
• Implement billing submission in coordination with Program Managers.
• Ensure all current employees possess all contractually necessary documentation (CPR/1st Aid/AED Certification, Background Check Renewals, Driver’s License, Auto Insurance, Proof of Education, and Fingerprinting for some staff).
• Launch performance appraisals for all employees except the CEO in Paylocity.
• Utilize Learning Management System to assign training to staff through Paylocity.
• Assist with gathering necessary information for audits (training, compliance, and accounts receivable).
• Work with Administrative Manager on occasional human resource projects.
• Demonstrate commitment to accuracy and efficiency.
• Responsible for reception backup relating to answering telephones and greeting visitors when others are not available to do so.

• Demonstrate a commitment to the people with serve and carry out Vadis’ mission, vision and core values.
• Work collaboratively with diverse groups and individuals from a variety of backgrounds.
• Promotes a safe working environment for self, coworkers, and clients.
• Demonstrate solid attendance and punctuality.
• Take ownership of job responsibilities and adhere to policies and procedures.
• Effectively utilize time to include planning, strategizing, prioritizing, and adhering to timelines.
• Initiate duties and implement solutions while following through to completion.
• Express facts and ideas in a clear and organized manner.
• Interact in a cooperative, timely, solution-oriented manner.
• Approach conflict decisively, professionally, in a timely and solution-orientated manner.
• Represent Vadis professionally and responsibly.
• Other duties as assigned.

• This is a full-time position with a starting wage of $24 per hour. This is not a remote position.
• Full salary range for this position is $24 - $30 per hour and allows for professional growth over time.
• Medical/Vision, dental, and life insurance coverage at low premium cost to employees. Dependent coverage available at employee cost.
• 403(b) retirement plan, with up to a 6% company match dependent on contributions. (Match available after one year of employment).
• Opportunities for advancement.
• Business mileage reimbursement is currently .60/mile.
• Vacation accrual begins at .027 per paid hour.
• Sick Leave accrues at 1 hour for every 40 hours worked.
• Client job start incentive bonuses.
• Employee Assistance Program available.
• Ten Paid Holidays for 2026.

Hours of work:
Monday through Friday, from 8:00am to 4:30pm.

• Accounting knowledge specific to accounts receivable.
• Knowledge of related computer applications:
  Excel, Quick Books and Paylocity.
• Ability to communicate, using tact and discretion, with the public, staff, and program clients.
• Ability to speak pleasantly and clearly, able to follow verbal or written instruction, work both under supervision and independently.
• Ability to type accurately and with quality.
• Good knowledge of spelling, punctuation, grammar and math, letter, and document formats.
• Knowledge of office practices including filing, maintaining records, and bookkeeping.
• Ability to learn and retain complex procedures; prepare and maintain records and reports; render clear explanations of procedures and regulations; operate standard office equipment and machines.
• Must be at least 18 years of age.
• Must pass Initial and ongoing criminal background checks. Fingerprinting may also be required.

• An associate degree in a related field or equivalent education or training in business administration/accounting.
• Two years’ experience with Excel;
  One year’s experience working in Quick Books.

Per Range

Entry level

Full-time

Administrative

Non-profit Organization Management