Compliance Coordinator

2 months ago

Philadelphia, United States GREATER PHILADELPHIA URBAN AFFAIRS Full time
Job DescriptionJob Description

Program Summary

Philadelphia Family Voices is Philadelphia’s first and only family-legacy organization. As a family legacy organization, the mission of Philadelphia Family Voices is families helping families navigate and improve child-serving systems by creating opportunities for education, empowerment, advocacy and support.

Position Overview

Reports to: Executive Director

Status: Non-Exempt; 35-hour work week can include evenings and weekends

The Compliance Specialist is responsible for assisting with the operations of Philadelphia Family Voices, with a special emphasis on accounts payable, medical billing, electronic medical records, quality assurance, and government regulations. The Compliance specialist will create and carry out organizational processes to ensure timely payment of all expenses and bills, medical billing to Medicaid when necessary, quality assurance calls and surveys to program participant, program audits, stay up to date on rules and regulations, ensure program and office compliance. The Compliance Specialist will also function as the EMR Super-user and provide expertise and guidance for any technical aspects of utilizing the EMR.


General Summary:

  • Establish and maintain strong effective relationships with Philadelphia Family Voices staff, management, and key stakeholders.
  • Promote a positive public image of all PFV programs during correspondence with outside stakeholders and vendors.
  • Promote and model high ethical, professional and respectful behaviors both within Philadelphia Family Voices and externally.

Key Duties & Responsibilities:

Administrative

  • Participate in regular 1:1 supervision and team meetings as scheduled.
  • Participate in all required agency staff meetings.
  • Attend required trainings.
  • Attend all required meetings/conference calls in the community in a professional manner.
  • Gather and provide data as assigned.
  • Conduct program audits
  • Perform quality assurance calls and surveys
  • Maintain office safety checks, fire drills, and any other government compliance audits
  • Keep an inventory of office supplies and order supplies as needed
  • Other duties as assigned.

Accounts Payable Responsibilities:

  • Enter financial transactions into accounting software (NetSuite), including invoices, expense reports, and other related paperwork; ensure transactions are accurately coded.
  • Keep track of accounts payable and receivable; maintain accurate and up-to-date records of financial transactions.
  • Maintain oversight of Consultant Agreements and estimates; complete internal paperwork to assist with processing of new and annual vendor contracts.
  • Manage vendor correspondence via phone or email; investigate and resolve problems associated with processing of invoices and purchase orders.
  • Reconcile, code, and enter monthly credit card statements in the accounting software.
  • File, maintain, and distribute accounting documents, records and reports as needed.
  • Serve as point of contact for any accounts payable-related questions and concerns for employees and management.
  • Perform program Medicaid billing
  • Perform other duties as required to support fiscal operations.

Electronic Health Record (EHR) Data Base

  • Serve as EHR Super-user, including holding maximum amount of usage privileges within the EHR system.
  • Serve as point of contact for staff and management on any questions, concerns, or general feedback related to the EHR.
  • Serve as liaison between the organization and the EHR vendor/s, as well as any other relevant technology-related stakeholders.
  • Proactively explore potential system and usage issues; identify ways to streamline processes and efficiencies.
  • Troubleshoot application problems to help prevent workflow interruptions; investigate and address issues across the computer network, EHR applications, and other databases and technologies.
  • Support organizational leadership with developing and delivering staff trainings related to EHR utilization.
  • Support organizational leadership with drafting and releasing any mass communication to staff regarding EHR-related issues, policies, changes, etc.
  • Prepare reports as requested by leadership or other stakeholders.
  • Ensure that all participants’ contacts and forms are documented in EHR/Database according to agency polices.
  • Document all services and activities (i.e. trainings, system meetings) according to agency policies.
  • Perform other duties as required to support the coordination of the EHR.


Education, Knowledge, Skills & Abilities:

Minimum Experience

  • Two years’ experience as a bookkeeper or accounts payable specialist.
  • Demonstrated competency using accounting software.
  • One years’ experience with electronic healthcare records for community-based social services.
  • Two years experience with audits, program compliance, and administrative duties
  • Experience with understanding budgets and fiscal operations,
  • Passion for mission and impact, with a willingness to embrace PFV values (e.g., families supporting families.)
  • Child Abuse, FBI Fingerprint, and Criminal Background Clearances.
  • Reliable internet connection if working remotely.

Preferred Experience Requirements

  • Experience with NetSuite preferred.
  • Experience with administrative tasks, such as tracking/monitoring data, documentation, etc.
  • Experience working with and understanding of billable service with the Medicaid system.
  • Philadelphia County Resident.

Minimum Education Requirements

High School Diploma or GED.

Required Skills

  • Demonstrated effective analytical, written and verbal communication skills.
  • Ability to interact with vendors and stakeholders effectively and professionally.
  • Possess excellent computer skills to perform job duties including accounting software, email, time sheet management, electronic health records, using Microsoft Office Applications, ADP and other relevant software.
  • Ability to be flexible, collaborative, and creative.
  • Dependable with strong time management and organizational skills.
  • Excellent communication and customer service skills.
  • Ability to maintain regular and punctual attendance; available for flexible work schedule including evenings and weekends as needed.
  • Willingness to participate in community and work events.

Physical Requirements

  • Able to sit/work at a computer and perform general office functions.
  • Able to carry computer equipment to external sites as needed.
  • Able to communicate clearly with others.

Working Environment

Work in a variety of settings, including but not limited to:

  • Philadelphia Family Voices office,
  • ZOOM or other approved digital meeting platforms,
  • Occasional off-site contact as needed.

Reasonable accommodation will be made to enable individuals with disabilities to perform essential job duties.

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