Business Office AssistantPosition Summary
Allendale Family Practice is seeking a dependable, organized, and proactive Business Office Assistant to help lead the day-to-day administrative and business office operations of the practice.
This role is not simply an administrative assistant position. The Business Office Assistant is responsible for keeping the daily business office functions running smoothly, accurately, and consistently so practice leadership can focus on operational growth, staff development, patient experience, community outreach, facilities, systems improvement, and long-term practice strategy.
The ideal candidate is detail-oriented, trustworthy, comfortable working in a healthcare environment, and able to manage recurring administrative responsibilities without constant direction. This person should be able to follow established processes, improve workflows when needed, communicate well with staff, and help create a professional, organized, and accountable office environment.
Reports To
Practice Operations Manager
Primary Purpose of the Role
The Business Office Assistant is responsible for managing the daily administrative, financial, and business office workflow of the practice. This includes supporting accounts payable, accounts receivable, billing follow-up, payroll preparation, vendor coordination, office organization, internal documentation, and administrative process consistency.
This position helps ensure that daily operational details are completed accurately and on time, allowing the Practice Operations Manager to focus on broader practice operations, growth, leadership systems, community development, and strategic initiatives.
Key ResponsibilitiesBusiness Office Operations
· Manage daily business office workflow, administrative task completion, scheduling personnel and managing provider schedules.
· Maintain organized systems for documents, invoices, vendor records, internal forms, staff records, and recurring office processes.
· Track recurring deadlines, renewals, payments, reports, and required administrative follow-up.
· Help ensure that office processes are documented, followed, and improved over time.
· Serve as a central point of coordination for administrative and business office needs.
Accounts Payable Support
· Receive, review, organize, and process vendor invoices for approval.
· Track recurring bills, due dates, and payment status.
· Coordinate with practice leadership on invoice questions, vendor issues, and payment approvals.
· Maintain accurate records of payments, receipts, invoices, and vendor documentation.
· Assist with monthly reconciliation preparation as needed.
Accounts Receivable and Billing Support
· Support billing follow-up, payment tracking, patient balance workflows, and administrative billing tasks.
· Coordinate with billing staff, third-party billing support, or practice leadership to help resolve outstanding items.
· Assist with monitoring aging balances, payment issues, denied claims follow-up, and documentation needs.
· Help ensure billing-related processes are completed consistently and escalated appropriately.
Payroll and HR Administrative Support
· Assist with payroll preparation, timecard review, PTO tracking, and related documentation.
· Maintain employee administrative records as directed.
· Support onboarding and offboarding checklists for employees.
· Help coordinate staff paperwork, forms, credentials, training records, and compliance documentation.
· Assist with employee schedule coordination and administrative communication as needed.
Vendor and Supply Coordination
· Coordinate with vendors, service providers, contractors, and suppliers.
· Track service agreements, maintenance items, office supply levels, and vendor follow-up.
· Order approved supplies and maintain appropriate inventory controls.
· Help coordinate facility-related administrative tasks, repair requests, and service appointments.
Front Office and Team Support
· Support front office consistency, communication, and workflow standards.
· Help identify gaps in daily processes and bring solutions to the Practice Operations Manager.
· Assist with internal communication, staff reminders, meeting preparation, and follow-up items.
· Help maintain a professional, patient-centered, and organized office environment.
· Provide backup administrative support when needed, while maintaining ownership of business office responsibilities.
Process Improvement and Accountability
· Help develop, maintain, and update standard operating procedures.
· Identify recurring problems, inefficiencies, or missed steps in administrative workflows.
· Recommend practical improvements to make the office run more smoothly.
· Track assigned action items and follow through to completion.
· Support a culture of accountability, professionalism, and clear communication.
What This Role Is Not
This role is not intended to be a general assistant position that simply waits for tasks to be assigned. The Business Office Assistant is expected to own recurring daily, weekly, and monthly responsibilities and help keep the business office operating with consistency and reliability.
This role is also not the overall Practice Operations Manager role. Strategic operations, major growth initiatives, community development, leadership structure, facilities planning, and high-level organizational improvement remain the responsibility of the Practice Operations Manager.
Qualifications
· Prior experience in medical office administration, business office coordination, billing support, office management, bookkeeping support, or healthcare administration preferred.
· Strong organizational skills and attention to detail.
· Ability to manage recurring responsibilities and deadlines independently.
· Strong written and verbal communication skills.
· Comfortable working with confidential information.
· Familiarity with healthcare office operations, patient accounts, insurance billing, payroll processes, or accounts payable preferred.
· Ability to work professionally with physicians, clinical staff, front office staff, vendors, and patients.
· Proficiency with email, spreadsheets, document management, office software, and practice management systems.
· Ability to maintain composure, professionalism, and follow-through in a busy office environment.
Desired Characteristics
· Trustworthy and discreet.
· Highly organized.
· Comfortable taking ownership.
· Process-minded.
· Calm under pressure.
· Friendly but firm when needed.
· Able to balance details with people.
· Willing to learn healthcare-specific workflows.
· Able to spot problems and bring practical solutions.
· Reliable with deadlines and follow-up.
Success Measures
Success in this role will be measured by:
· Administrative deadlines are consistently met and schedules are maintained.
· Invoices, payments, payroll preparation, and business office tasks are organized and accurate.
· Billing and A/R follow-up items are tracked and escalated appropriately.
· Office processes become more consistent and less dependent on one person’s memory.
· Staff know where to go for business office questions.
· The Practice Operations Manager is freed up from routine administrative work.
· Vendors, supplies, documentation, and internal records are well maintained.
· The practice feels more organized, professional, and operationally stable.
Compensation
Compensation will be based on experience, healthcare background, and demonstrated ability to manage business office responsibilities independently.
Pay: $50,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Paid time off
- Vision insurance
Work Location: In person
