Part-Time HR, Payroll, Finance & Medical Billing Administrator
Companies: Thrive Wellness Clinic and Affiliated Thrive Businesses
Location: Maple Valley/Auburn, Washington
Position Type: Part-time, hourly, non-supervisory
Work Arrangement: [On-site/Hybrid/Remote]
Anticipated Hours: Approximately 8–15 hours per week initially; hours may fluctuate
Compensation: $29–$33 per hour, depending on experience
Reports To: Owner/CEO
About the Thrive Companies
The Thrive organization consists of three small, closely connected businesses in different stages of development:
- Thrive Wellness Clinic: An established behavioral health group practice.
- Thrive Behavioral Health: A startup behavioral health program developing structured outpatient services.
- Thrive Restorative Health: A developing health, wellness education, and coaching business.
These businesses share a commitment to helping individuals and families pursue emotional, behavioral, relational, and whole-person wellness.
This position will support an established group practice while helping two startup businesses build strong HR, payroll, billing, bookkeeping, and financial systems. The successful candidate must be comfortable working in a small-business environment where some systems are established and others are still being created or refined.
Our Culture and Values
Thrive is a faith-informed, values-driven organization. Our work is grounded in integrity, stewardship, compassion, accountability, excellence, service, and respect for every person.
Faith informs how we lead, serve, make decisions, and care for our employees, clients, and communities. The person selected for this position must be able to respectfully support and work within this culture.
We value team members who:
- Handle finances, employee information, and protected health information with integrity
- Demonstrate responsible stewardship of company resources
- Produce accurate, high-quality work
- Communicate honestly, respectfully, and professionally
- Take accountability for deadlines, errors, and follow-through
- Protect confidentiality
- Respect leadership, employees, clients, and the mission of each business
- Bring flexibility, humility, and sound judgment to a growing organization
Position Summary
Thrive is seeking an experienced and highly trustworthy HR, Payroll, Finance & Medical Billing Administrator to support the back-office functions of three small businesses.
This unique, cross-functional role combines:
- Human resources administration
- Payroll administration
- Bookkeeping and accounting support
- Financial reporting
- Medical billing and revenue-cycle support
- Development of administrative systems and procedures
This is a part-time, non-supervisory position. The administrator will maintain records, manage recurring administrative responsibilities, prepare reports, monitor deadlines, and bring concerns to the Owner/CEO.
The position requires someone who can move confidently between HR, payroll, bookkeeping, medical billing, and financial reporting. Priorities may vary depending on payroll schedules, employee onboarding, billing cycles, month-end responsibilities, and startup development.
The administrator will coordinate as needed with the Owner/CEO, office manager, clinical leadership, CPA, payroll provider, billing vendors, benefits providers, HR consultants, and other professional partners.
Primary ResponsibilitiesPayroll Administration
- Prepare and process payroll according to established schedules
- Review timecards for completeness and accuracy
- Verify hours, pay rates, approved bonuses, reimbursements, deductions, and payroll changes
- Enter approved raises, benefit deductions, garnishments, and other adjustments
- Track PTO, sick leave, and other approved leave
- Reconcile payroll reports with bank and accounting records
- Maintain complete payroll documentation
- Respond to routine employee payroll questions
- Coordinate with the payroll provider to resolve errors
- Assist with quarterly and year-end payroll reporting
- Coordinate W-2 and 1099 documentation, as applicable
- Track payroll expenses by business, program, department, or location
- Notify leadership of discrepancies or unusual labor-cost changes
Human Resources Administration
- Prepare onboarding and offboarding paperwork
- Maintain onboarding and separation checklists
- Maintain complete, organized, and confidential personnel files
- Track licenses, registrations, certifications, background checks, required training, and policy acknowledgments
- Monitor renewal and expiration dates
- Administer routine benefits enrollment and employee changes
- Track PTO, leave, compensation changes, job status, and employment classifications
- Prepare documentation for reviews, corrective actions, role changes, and separations as directed
- Maintain employee handbook acknowledgments, HR forms, and procedures
- Track recurring HR and employment-documentation deadlines
- Support consistent documentation and application of company policies
- Coordinate with outside HR consultants or employment counsel when directed
- Protect employee, payroll, financial, and business information
This position supports the administrative side of HR. Final decisions regarding hiring, compensation, discipline, promotion, and termination remain with the Owner/CEO and designated leadership.
Medical Billing and Revenue-Cycle Administration
- Support medical billing for applicable behavioral health and healthcare services
- Maintain accurate client demographic, insurance, and billing information
- Verify insurance eligibility and benefits when required
- Review records for required billing information before claim submission
- Submit accurate and timely claims
- Monitor unpaid, rejected, delayed, or denied claims
- Correct billing errors and resubmit claims as appropriate
- Review explanations of benefits and electronic remittance information
- Post insurance payments, client payments, adjustments, and approved write-offs
- Reconcile billing activity with deposits and accounting records
- Monitor insurance and client accounts-receivable aging reports
- Follow established procedures for outstanding balances
- Prepare statements, receipts, superbills, and other billing documents
- Respond professionally to routine client billing questions
- Track authorizations, visit limits, filing deadlines, and payor requirements when applicable
- Identify patterns involving denials, underpayments, or delayed reimbursements
- Coordinate billing matters with clinicians, payors, clearinghouses, and software vendors
- Protect protected health information and follow HIPAA requirements
- Help develop efficient billing procedures for the startup behavioral health program
Bookkeeping and Financial Administration
- Maintain accurate financial records in QuickBooks Online or the designated accounting system
- Maintain appropriate financial separation between the three businesses
- Categorize income, expenses, transfers, payroll, refunds, reimbursements, and other transactions
- Reconcile bank accounts, credit cards, payroll accounts, merchant accounts, and other financial accounts
- Reconcile billing reports with deposits and accounting records
- Maintain accounts payable and process approved payments
- Monitor accounts receivable from clients, insurance companies, and other payors
- Organize receipts, invoices, statements, deposits, and supporting documentation
- Review transactions for duplicate charges, missing information, unusual activity, or incorrect categorization
- Maintain vendor and contractor records
- Track recurring bills, subscriptions, insurance premiums, leases, licenses, and other obligations
- Assist with recording intercompany expenses and reimbursements accurately
- Coordinate with the CPA, tax professional, payroll provider, billing vendors, and financial institutions
- Gather documentation for tax filings, audits, renewals, and year-end accounting
- Maintain a calendar for payroll, bills, taxes, renewals, and recurring financial deadlines
- Assist with creating and monitoring operating budgets
- Support cash-flow planning
- Notify the Owner/CEO of discrepancies, cash-flow concerns, or upcoming obligations
Financial Reporting
Prepare monthly financial reports for the Owner/CEO. Reports may be prepared separately for each business and as a consolidated leadership overview.
Reports may include:
- Profit-and-loss statement
- Balance sheet
- Cash-flow summary
- Budget-versus-actual report
- Payroll and labor-cost report
- Revenue by company, program, service, clinician, or location
- Medical billing and collections report
- Insurance and client accounts-receivable aging reports
- Accounts-payable summary
- Recurring-expense summary
- Outstanding liabilities and upcoming obligations
- Billing-denial and rejection trends
- Month-over-month revenue and expense comparisons
- Startup and development expenses
- Unusual transactions, discrepancies, or areas of concern
The administrator must be able to explain financial and billing information clearly so leadership understands:
- Revenue generated and collected
- Revenue still outstanding
- Payroll and labor costs
- Major and recurring expenses
- Current cash position
- Upcoming obligations
- Budget performance
- Billing issues affecting cash flow
- Matters requiring leadership attention
Systems and Startup Support
- Document payroll, HR, bookkeeping, and billing procedures
- Create recurring task lists, calendars, checklists, and standardized forms
- Organize electronic records and shared folders
- Help maintain appropriate financial separation between entities
- Assist with payroll, bookkeeping, and billing setup for new programs
- Identify administrative gaps and recommend practical improvements
- Implement approved systems and workflows
- Help create processes that remain manageable as the businesses grow
- Maintain consistency across the companies while recognizing their different needs
Small-Business Role Expectations
This position crosses several administrative functions. The successful candidate must be comfortable completing both routine processing and higher-level review.
The weekly focus may shift between payroll, bookkeeping, HR documentation, billing follow-up, reconciliations, or financial reporting.
The person selected must be able to:
- Work effectively in a growing and changing environment
- Create structure without making systems unnecessarily complicated
- Manage recurring deadlines across three businesses
- Recognize how staffing, payroll, billing, expenses, and cash flow affect one another
- Communicate promptly when information is missing
- Identify concerns without exceeding the authority of the position
- Know when to escalate an issue to leadership or an outside professional
- Maintain accurate records of completed work, pending matters, and upcoming deadlines
- Respect established approval processes
- Bring competence, flexibility, and care to the work
Decision-Making Authority
The administrator will maintain systems, prepare reports, process approved transactions, and bring recommendations or concerns to leadership.
The administrator will not independently:
- Hire, discipline, or terminate employees
- Determine compensation or employment classifications
- Approve raises, bonuses, overtime, or reimbursements
- Enter into contracts
- Open or close financial accounts
- Borrow money or extend credit
- Make unapproved purchases or payments
- Issue refunds or write off balances without authorization
- Change fee schedules or billing policies
- Negotiate payor or vendor contracts
- Change accounting procedures without approval
- File business tax returns without CPA oversight
- Provide legal, tax, investment, or clinical advice
- Supervise employees unless the role is formally expanded
Final employment, financial, contractual, and strategic decisions remain with the Owner/CEO.
Required Qualifications
- At least three years of relevant professional experience
- Demonstrated payroll-processing experience
- Bookkeeping or accounting-administration experience
- Medical billing, claims, payment-posting, denial-management, or revenue-cycle experience
- Experience with QuickBooks Online or comparable accounting software
- Experience reconciling bank and credit-card accounts
- Understanding of accounts payable and accounts receivable
- Ability to prepare and interpret basic financial reports
- Experience maintaining confidential employee or personnel records
- Strong attention to detail and accuracy
- Excellent organization and time-management skills
- Ability to manage recurring deadlines independently
- Strong written and verbal communication
- Professional judgment, discretion, and confidentiality
- Ability to identify discrepancies and communicate concerns promptly
- Proficiency with Microsoft Office, Google Workspace, and electronic document systems
- Ability to support a faith-informed, values-driven company culture
- Ability to maintain accurate separation of records and transactions across three businesses
Preferred Qualifications
- Experience in behavioral health, mental health, substance-use treatment, healthcare, wellness, or professional services
- Experience billing behavioral health services
- Familiarity with commercial insurance, private-pay, out-of-network, Medicaid, or other healthcare billing models
- Experience with Gusto or a comparable payroll platform
- Experience with electronic health records and practice-management systems
- Experience administering employee benefits
- Familiarity with Washington payroll and employment practices
- Experience supporting a startup or multiple related business entities
- Experience coordinating with a CPA, medical billing company, payroll provider, or HR consultant
- Degree or certification in accounting, business, finance, healthcare administration, human resources, bookkeeping, payroll, medical billing, or QuickBooks
Characteristics of a Strong Candidate
The successful candidate will be:
- Honest, trustworthy, and dependable
- Accurate, organized, and thorough
- Proactive without exceeding their authority
- Comfortable handling confidential information
- Able to work independently while remaining accountable
- Willing to ask questions when information is incomplete
- Able to acknowledge and correct errors promptly
- Comfortable supporting several business functions
- Able to explain financial and billing information clearly
- Calm and solution-oriented when problems arise
- Respectful of Thrive’s mission, culture, leadership, employees, and clients
- Committed to integrity, stewardship, excellence, compassion, and accountability
Schedule and Hours
This is a part-time, hourly position. The exact weekly schedule will be based on the needs of the three businesses.
The workload may include:
- Regular administrative hours
- Payroll deadlines
- Medical billing follow-up
- Employee onboarding or separation
- Month-end reconciliation and reporting
- Benefits and compliance deadlines
- Additional support during startup development or growth
The position is initially anticipated to average approximately 8–15 hours per week, although hours may fluctuate.
All hours worked must be accurately recorded. Work beyond the approved schedule requires prior authorization from the Owner/CEO. The position may grow as the businesses, workforce, programs, and billing needs expand.
Measures of Success
Success in this position will include:
- Payroll is accurate and completed on time
- Employee files are complete, confidential, and current
- Licenses and required documentation are tracked before expiration
- Financial accounts are reconciled consistently
- Revenue and expenses are categorized accurately by business
- Approved bills and obligations are tracked and paid on time
- Claims are submitted and followed up on promptly
- Denials and rejected claims are addressed
- Outstanding balances are monitored
- Monthly financial reports are accurate and timely
- Leadership receives clear explanations of financial and billing activity
- Discrepancies and concerns are communicated promptly
- Startup systems become increasingly organized and sustainable
- Confidential information is protected
- Assigned responsibilities are completed without repeated follow-up
- Work reflects Thrive’s values and standards
Application Requirements
Qualified candidates should submit:
- A current résumé
- A brief summary of their payroll, bookkeeping, HR, and medical billing experience
- A list of accounting, payroll, billing, and practice-management systems they have used
- A description of any experience supporting startups or multiple businesses
- Their general weekly availability
- Their desired hourly compensation
- Two professional references
Applicants should also briefly explain their interest in supporting a small, faith-informed organization that is developing multiple businesses.
Employment is contingent upon satisfactory professional references, background screening, and completion of all required employment documentation.
Equal Employment Opportunity
Thrive is committed to lawful, respectful, and fair employment practices. Employment decisions are based on qualifications, experience, professional conduct, position requirements, and the applicant’s ability to support the organization’s mission, values, and operational needs.
Pay: From $26.16 per hour
Benefits:
Application Question(s):
- Thrive is a faith-informed, values-driven organization built around integrity, stewardship, compassion, excellence, and accountability. Please describe how you would support these values while serving three small businesses in different stages of development.
Experience:
- payroll, bookkeeping, HR, and medical billing: 3 years (Required)
- independently processed employee payroll?: 3 years (Required)
- QuickBooks and prepare financial reports?: 3 years (Required)
- submitted claims and handled billing denials?: 3 years (Required)
- managed HR files, onboarding, and benefits?: 3 years (Required)
Work Location: Hybrid remote in Maple Valley, WA 98038
