Stipend and Accounts Payable Specialist

Job Purpose

The Stipend and Accounts Payable Specialist is responsible for supporting the efficient operation of the Stipend Department through accurate payment processing, accounts payable administration, reporting, data management, and stakeholder communication. This role serves as a key resource in ensuring caregiver stipend payments are processed accurately and timely while maintaining department records, tracking deliverables, and supporting operational initiatives. The ideal candidate is detail-oriented, highly organized, and committed to providing exceptional customer service.

Key Responsibilities

• Monitor and maintain accurate records regarding client and caregiver status.
• Review and monitor reports related to caregiver stipend eligibility, payment status, and program participation.
• Prepare, review, and distribute weekly stipend payment reports.
• Perform accounts payable functions for the Stipend Department, ensuring accuracy and compliance with established procedures.
• Verify, reconcile, and maintain financial and operational records.
• Ensure the accuracy, completeness, and timely submission of departmental reports and documentation.
• Collaborate with multidisciplinary teams to maintain accurate and effective client and caregiver communication tools.
• Develop, maintain, and update departmental policies, procedures, workflows, and documentation.
• Track departmental deliverables and follow up with stakeholders to ensure timely completion of assigned tasks.
• Maintain comprehensive tracking systems, databases, reports, and spreadsheets.
• Collaborate with cross-functional teams to gather information, facilitate communication, and support departmental objectives.
• Provide administrative and operational support to the Stipend Manager.
• Identify opportunities for process improvements that enhance accuracy, efficiency, and service delivery.
• Foster a culture of customer service and commitment to quality care.
• Serve as a brand ambassador for Vitra Health by reflecting the organization's mission, vision, and values.
• Demonstrate compassion, professionalism, and a commitment to serving diverse clients, caregivers, and team members.
• Perform other duties and special projects as assigned.

Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 3 years of administrative, accounts payable, finance, operations, or related experience required.
• Accounts payable experience strongly preferred.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Experience working with spreadsheets, databases, and business software applications.
• Advanced proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.
• Ability to work independently while effectively managing multiple priorities and deadlines.
• Professional, customer-focused, and collaborative approach.
• Spanish-speaking ability preferred.
• Experience in healthcare, finance, payroll, or administrative operations preferred.

Work Environment and Physical Requirements

• Office-based work in a clean, well-lit environment with fluctuating temperatures and regular interaction with others.
• Substantial periods of repetitive computer work using a monitor, keyboard, and mouse.
• Frequent sitting for extended periods throughout the workday.
• Occasional walking, standing, and navigating stairs.
• Occasional lifting, carrying, pushing, or pulling of equipment and supplies up to 35 pounds.
• Visual acuity and manual dexterity required to operate standard office equipment.
• Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Perks and Benefits

• Employer-sponsored health insurance; dental and vision benefits; supplemental insurance options.
• 401(k), accrued paid time off, company holidays, wellness benefits, and tuition reimbursement, subject to plan terms and company policy.
• Supportive team environment focused on quality care, operational excellence, and continuous improvement.

Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, or any other protected status.