Contracts and Billing Specialist

Elizabeth Richardson Center•Springdale, AR

24d

About The Position

The Contracts and Billing Specialist prepares, processes, and tracks Medicaid Waiver prior authorizations, service contracts, invoices, and related documentation. The role also supports billing, donation tracking, and financial recordkeeping, working collaboratively with Care Coordination, Finance, Development, and program leadership to ensure accuracy, timely processing, compliance, and effective communication across departments. The position has no supervisory responsibility. The specialist manages prior authorization submissions and follow-up; prepares, maintains, and amends Waiver service contracts; coordinates approvals and signatures with the COO; and monitors contract dates and renewals. The role verifies alignment among authorizations, contracts, and billing records; processes and tracks invoices; assists with billing, reconciliation, and payment follow-up; and maintains organized financial records for reimbursement, reporting, and audits. The position also records and reconciles donations and pledges, maintains donor contribution records, supports donation reports and acknowledgments, and helps resolve documentation or processing issues across departments. The role requires maintaining confidentiality and compliance with HIPAA, Medicaid and payer requirements, applicable state regulations, and ERC policies and internal controls. It includes managing deadlines, keeping audit-ready documentation, and identifying opportunities to improve accuracy, efficiency, and financial processes. The work is primarily office-based, with extended computer and telephone use, routine sitting, standing, walking, and reaching, and occasional lifting of up to 20 pounds. Moderate noise may occur. Local travel is less than 10%. Candidates must pass required background checks, comply with applicable drug testing requirements, have reliable transportation, and complete required training, including HIPAA and applicable regulatory and safety training. Other duties may be assigned to support ERC operations and its mission.

Requirements

High school diploma, GED, or equivalent.
At least two years of accounting, billing, accounts receivable, financial administration, or related experience.
Proficiency with Microsoft Word, Excel, and electronic recordkeeping.
Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
Working knowledge of basic accounting, billing, invoicing, and financial recordkeeping.
Ability to review documentation, identify discrepancies, perform accurate calculations, and resolve problems.
Proficiency in Microsoft Office, particularly Excel, and ability to learn billing, accounting, payer, and donor management systems.
Strong communication, confidentiality, independent judgment, and collaboration skills.
Ability to understand and follow applicable payer, contract, authorization, and regulatory requirements.
Pass required background checks, comply with applicable drug testing requirements, have reliable transportation, and complete required training, including HIPAA and applicable regulatory and safety training.

Nice To Haves

Associate or bachelor's degree in accounting, finance, business, or a related field.
Three or more years of relevant financial or billing experience.
Experience with Medicaid Waiver programs, prior authorizations, contracts, or healthcare billing.
Experience with nonprofit financial operations, donation tracking, or donor management systems.
Experience with regulatory compliance, audits, or services for individuals with intellectual and developmental disabilities.

Responsibilities

Prepare, submit, revise, and track Medicaid Waiver prior authorizations, ensuring accuracy, complete documentation, and timely follow-up.
Prepare and maintain Waiver service contracts, calculate amounts from approved hours, units, and rates, process amendments, and coordinate approvals and signatures with the COO.
Monitor contract effective dates, expirations, and annual renewals.
Verify consistency between approved authorizations, contracts, and billing records; identify and communicate discrepancies.
Collect, review, enter, and track family and provider invoices, including required supporting documentation.
Assist with billing preparation, processing, reconciliation, and follow-up on outstanding invoices, payments, and documentation.
Maintain accurate and organized billing and financial records to support reimbursement, reporting, and audits.
Record, track, and reconcile donations and pledges in coordination with Development and Finance.
Maintain donor contribution records, monitor outstanding pledges, and assist with donation reports and information for donor acknowledgments.
Collaborate with Care Coordination, Finance, Development, and program staff to resolve missing information, discrepancies, and issues affecting contracts, authorizations, billing, or donations.
Maintain confidentiality and comply with HIPAA, Medicaid and payer requirements, applicable state regulations, and ERC policies and internal controls.
Manage deadlines, maintain audit-ready documentation, and identify opportunities to improve accuracy, efficiency, and financial processes.
Perform other duties as assigned to support ERC operations and its mission.