Billing Coordinator Bookkeeper

Full Time
Soquel, CA 95073
From $40 an hour
Posted 5 days ago
Job description

About Us:

Care From The Heart In Home Services, Inc.(CFTH) is a home care agency located in Soquel, California. Our team has served families of elderly and disabled adults since 1995. Our mission is to care and render a heartfelt experience where our patients and families feel safe and honored.

Qualified Candidates Welcome!

Job Description:

SUMMARY- This Bookkeeping Administrator role is a full time, in-office position reporting to the CFTH Office Manager. As CFTH's bookkeeper, you will use our systems of record, QuickBooks Online and ClearCare, to perform bookkeeping activities consisting of, but not limited to: Accounts Receivable, including Management of Aged Receivables, Accounts Payable, Bank and General Ledger Reconciliation, and Preparing Annual Financial Reports and Forms for Tax Returns. These activities will be completed on time per CFTH current due-dates and deadlines for Client Invoicing, Collections, Reporting, etc.

For the purpose of reporting on, checking-in on, and planning future activities, you will:

1) Create a Weekly Accomplishments template for the purpose of reporting weekly accomplishments to CFTH. The Weekly Accomplishments template shall be emailed each week to CFTH Officers and shall include item status, dated completed or estimated completion date and comments.

2) You will create a forward-looking, rolling Monthly Bookkeeping Calendar for regularly scheduled tasks and responsibilities for the purpose of reflecting which tasks are planned to be worked on which day of the month. The Monthly Bookkeeping Calendar shall be continually be updated and shall reflect at least one month of planned tasks in the future.

3) You will schedule weekly recurring meetings with Officers and Office Manager to discuss issues, concerns and review Profit & Loss (at the end of each month).

4) You will hold informal check-in meetings with the Office Manager twice per week.


Accounts Receivable Responsibilities

Review client rates in ClearCare Validate and finalize client rates and generate Invoices in ClearCare.

Import invoices from ClearCare to QuickBooks

Create invoice spreadsheet, and customize invoices in QuickBooks

Email and mail invoices to clients

Resolve past due invoices by working with client, and track via collections spreadsheet Receive client payments in QuickBooks and apply them to the correct invoice.

Take CC payments over the phone For Long Term Care Insurance Clients: Review charting notes turned in from Caregivers Follow up on missing charting notes immediately with Office Manager.

Bill Long Term Care Insurance on behalf of clients Schedule and Bill clients for transportation services and blood draws

Maintain Client Master Data in QuickBooks (Including adding new and de-activating former clients)

Act as the liaison from CFTH to Clients for all billing-related questions or concerns.

Accounts Payables Responsibilities

Review Accounts Payable and maintain and update the AP Spreadsheet (spreadsheet that contains who, when, how paid)

Write checks to vendors and/or pay vendors online.

Log payments on the AP spreadsheet file all vendor paperwork

General Ledger - Enter GL Paylocity to QuickBooks monthly prior to reconciliation.

Bank Account Reconciliation – Monthly reconciliation. Bank CashPro as needed.

Profit & Loss – Create P&L and balance sheet and reported and review with Officers monthly.


You will be prompt (within 1 business day) in reviewing and responding to emails from Office staff and Clients.

You will assist various departments on an as-needed basis. This includes: CFTH Officers (CEOs) Office Manager, Scheduling department, Care Coordinators, HR Manager and Payroll Administrator.


Are highly organized with a structured approach to your work

You pay extreme attention to detail in all facets the work you do

Are known for being flexible and easily able to adapt or switching course on major projects and daily tasks if needed

Are Customer Service Oriented - you value our clients, and your teammates needs and always strive to be a top tier service provider.

You are considered by your peers and employers to be an excellent communicator - you instinctively know when, who and how to share, or not share, information

You are relied upon by your leadership and fellow employees to complete tasks on time, following up to set and reset expectations along the way.

Are dependable and "do what you say you are going to do".



3 years of recent experience using Quickbooks Online

3 years of recent billing/bookkeeping experience

Minimum 2 years of Microsoft Office and Google suite products experience (Excel, Word, Docs, Sheets, etc)

Be proficient and FAST on a keyboard

Be able to pass a Livescan (Fingerprinting) Background check

Possess a valid driver's license and reliable transportation

Extra Credit For:

Medical or Healthcare Office experience preferred

Bi-lingual preferred (Spanish and English)

Hours, Pay & Benefits:

Hourly Rate: $40 per hour - Hourly Rate is Negotiable, Depending on Experience

Eligible for Overtime Pay

Full time. Regular hours: Monday through Friday, 9:30 am - 6:30 pm


  • Medical
  • Sick Time off
  • 401K Retirement plan
  • Bonus Incentives

This position is not eligible for Remote work.

Job Types: Full-time, Part-time

Pay: From $40.00 per hour


  • 401(k)
  • Health insurance
  • Paid time off

Physical Setting:

  • Office


  • Monday to Friday

Ability to commute/relocate:

  • Soquel, CA 95073: Reliably commute or planning to relocate before starting work (Required)


  • Bookkeeping: 2 years (Preferred)

Work Location: One location

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