Administrative Assistant to Family Solutions

Hope Haven of East Texas • Tyler, TX

2d • $35,000 - $39,000 • Onsite

About The Position

Hope Haven of East Texas is a Christian, faith-based non-profit providing a direct solution to the foster care crisis in East Texas. We demonstrate Christ’s love to children and teens in the foster care system by providing home, healing, and hope because every child deserves to be safe and equipped for the future. This role ensures timely, accurate billing and reimbursement of claims for mental and behavioral health services. It collaborates with program and administrative staff to maintain compliance with billing standards and support financial operations essential to sustaining care for children and families. The position also supports the Business Administration and Family Solutions departments.

Requirements

• High school diploma or GED required
• Demonstrated proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong attention to detail, organization, and time-management skills.
• Strong knowledge of Medicaid billing systems and requirements.
• Ability to prioritize work, manage multiple deadlines, and adapt to changing regulatory environments.
• Excellent communication skills, both verbal and written.
• Strong ethical standards and commitment to confidentiality.
• Team player with a heart for service and ministry to vulnerable children and families.
• Willingness to engage with the faith-centered mission of Hope Haven of East Texas and demonstrate respect for its values and culture.

Nice To Haves

• Associate’s degree in business, accounting, healthcare administration, or related field preferred.
• Experience in Medicaid billing, insurance claims processing, or healthcare reimbursement, preferred.
• Familiarity with billing software systems and electronic health records (EHR); experience with QualiFacts or similar platforms is a plus.

Responsibilities

• Prepare, submit, and track Medicaid claims for behavioral health and residential services.
• Verify client eligibility and authorization prior to services being billed.
• Resolve billing discrepancies, denials, and rejections by coordinating with providers and Medicaid offices.
• Maintain accurate billing records and documentation for audit readiness and reporting.
• Support the Family Solutions department by answering and routing calls & emails, managing front lobby traffic, and managing appointments.
• Assist with special projects for the Family Solutions departments as needed.
• Serve as the Administrative Assistant to the Director of Family Solutions and the Family Solutions department.
• Serve on the Family Solutions team and the Hope Haven Administrative Assistant team.
• Serve as the liaison for all referral processes, communication, and onboarding.
• Able to support the Family Solutions team with scribe and note taking tasks and abilities.
• Ensure adherence to Medicaid billing guidelines, HIPAA regulations, and Texas Department of Family and Protective Services requirements.
• Conduct routine internal audits of billing practices and documentation.
• Stay informed of Medicaid updates, billing rule changes, and ensure processes are adapted accordingly.
• Work closely with therapists, case managers, and administrative staff to ensure billing accuracy and completeness.
• Assist in staff training on billing-related documentation requirements.
• Communicate effectively with managed care organizations and state agencies to resolve issues.
• Help schedule clients for sessions.
• Generate monthly, quarterly, and annual reports related to billing and collections.
• Reconcile payments and remittances with agency financial systems and escalate discrepancies.
• Assist Finance Director with budget projections and reimbursement forecasting.
• Participate in internal meetings, case reviews, and planning sessions as needed.
• Support the mission of Hope Haven by demonstrating integrity, stewardship, and professionalism in all financial dealings.
• Uphold the Christian values and faith-based mission of Hope Haven in all responsibilities and interactions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED