Company Overview
Comfort Keepers has been dedicated to providing uplifting in-home care for seniors and adults in need for over 25 years. Our mission is to enhance the human spirit by delivering compassionate companion and personal care services that promote independence and improve quality of life. We are committed to supporting our team members through ongoing training and flexible schedules to foster success both professionally and personally.
About the Role
The Billing & Payroll Operations Specialist is the financial operations backbone of Comfort Keepers across four offices and nine franchise territories in Central California. This role owns the complete billing and payroll cycle — from timesheet validation through payor claims submission, GL reconciliation, and payroll processing — and is accountable for accuracy, timeliness, and compliance at every step.
This is a precision execution role for someone who takes genuine satisfaction in getting it exactly right, every cycle, every week. The right person thrives on mastering a well-defined set of processes, executes them with disciplined consistency on a fixed schedule, and understands that the value they provide comes from absolute reliability.
What You'll Own
Billing
- Manage billing submissions across all payors: Private Pay, CalAIM Community Supports, VA (CCN/TriWest), and Long-Term Care Insurance
- Operate WellSky billing workflows; ensure claims are submitted accurately and on schedule
- Track and resolve aging accounts receivable, claim denials, and payor discrepancies
- Manage CalAIM-specific billing through HPSJ and ILS/Kaiser NLE portals in compliance with DHCS requirements
- Submit and reconcile Finix credit card batches; coordinate ACH payment processing
Payroll
- Process weekly payroll for all locations in Paycom; validate timesheets, overtime, mileage, and adjustments against WellSky schedules
- Execute the Wednesday payroll workflow: GL report generation, Paycom entries, payroll totals reconciliation, and burden calculations including OT and DT differentials
- Reconcile payroll reports in QuickBooks Online; ensure GL entries are accurate across all office locations
- Maintain California labor law compliance; ensure correct treatment of overtime, double-time, and mileage
Reconciliation & Reporting
- Perform monthly QBO reconciliation across all locations
- Generate routine weekly and monthly operational reports: hours by location, billing totals, payroll summaries, AR aging
- Maintain royalty submission tracking (monthly, by 5th of month)
- Flag anomalies in weekly data — hours that don't match, billing patterns outside the norm, payroll entries that look off
Compliance & Documentation
- Maintain HIPAA-compliant records across all billing and payroll functions
- Ensure documentation is audit-ready at all times; support payor and DHCS audit preparation
- Maintain and update SOPs for all billing and payroll processes
Who We're Looking For
The following traits are the primary filter for this role:
- Routine Tolerance: You can execute the same billing cycle and payroll process 52 times a year and maintain the same standard every time. You do not need variety, visibility, or change to stay engaged.
- Precision Drive: You are not satisfied with "good enough." You will find the $12 discrepancy — not because you were told to look, but because you always check. Getting it exactly right is your default mode.
- Reliability: Your attendance record is clean. If Wednesday is payroll day, you are available on Wednesday. You communicate ahead of any conflict. You do not miss deadlines.
- Independent Execution: Once a process is defined and trained, you own it. You do not need to be reminded, checked on, or managed through each cycle.
- Low Drama: You work quietly and effectively. You communicate professionally and efficiently. You are not looking for this job to be socially fulfilling.
Experience & Qualifications
- Minimum 1-2 years in billing, payroll, or financial operations — ideally in home care, healthcare, or a compliance-driven environment
- Demonstrated QuickBooks Online proficiency: reconciling accounts, posting entries, working within a chart of accounts
- WellSky experience is a strong advantage; comparable home care or healthcare billing platform experience accepted
- Paycom or comparable payroll platform experience preferred
- Excel proficiency required; macro-based workflows are in use and must be operated (not built)
- Familiarity with CalAIM, Medi-Cal billing, or VA (CCN/TriWest) billing is a significant advantage
- California home care or healthcare billing experience preferred
- Bachelor's degree preferred but not required; equivalent experience weighted heavily
Compensation & Benefits
- Salary: Commensurate with experience; competitive within the regional market for comparable billing/payroll operations roles
- Remote/hybrid flexibility for a qualified candidate
- Stable, long-tenured role with a single-owner operator who values discretion, precision, and reliability above all else
How to Apply
Submit a résumé and a brief cover note — email is fine — describing your experience with billing and payroll operations and explaining why a role built on consistency and precision appeals to you. Applications that do not address the nature of this role specifically will not be prioritized.
Selected candidates will complete a behavioral assessment as part of the hiring process.
Comfort Keepers is an equal opportunity employer.
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Education:
Experience:
- Payroll: 1 year (Preferred)
Work Location: In person
