Home Care Operations & Bookkeeping Coordinator (WellSky Required)

We are seeking a highly organized and detail-oriented Operations & Bookkeeping Coordinator to support the day-to-day administrative, financial, and operational functions of a growing private-pay home care agency.

This is a long-term remote position with opportunities to grow as the business expands. The ideal candidate has prior home care industry experience, hands-on WellSky Personal Care (or ClearCare) experience, and strong bookkeeping and administrative skills.

The role will support both home care operations and related business administration activities, helping ensure accurate records, smooth workflows, timely billing, and organized financial management.

## Primary Responsibilities

### Home Care Operations

* Maintain client and caregiver records in WellSky
* Support client onboarding and documentation processes
* Support caregiver onboarding and file maintenance
* Assist with assessments, care plans, and service documentation
* Monitor compliance requirements and documentation deadlines
* Maintain digital files and operational records
* Generate reports and support operational tracking

### Billing & Payroll Support

* Review and reconcile caregiver hours
* Validate scheduled hours against payroll and billing records
* Assist with invoice generation and billing reviews
* Track accounts receivable and payment status
* Assist with payroll preparation and reconciliation
* Investigate billing and payroll discrepancies

### Bookkeeping & Financial Administration

* Maintain QuickBooks records
* Categorize transactions and maintain financial data
* Perform bank and credit card reconciliations
* Assist with accounts payable and accounts receivable
* Support month-end reporting
* Prepare information for CPA and tax professionals
* Track business filing and compliance deadlines

### Administrative Support

* Vendor coordination and follow-up
* Document management and organization
* Process documentation and SOP maintenance
* General administrative support and special projects

## Required Qualifications

* Previous experience working for a home care agency, home health agency, hospice organization, or healthcare services company
* Hands-on experience using WellSky Personal Care or ----------
* Previous QuickBooks experience
* Experience supporting billing, payroll, bookkeeping, or financial administration
* Strong organizational and administrative skills
* Excellent written and verbal English communication
* High attention to detail
* Ability to work independently with minimal supervision
* Strong proficiency with Google Workspace and Microsoft Office

## Preferred Qualifications

* Experience reconciling caregiver hours, payroll, and client invoices
* Experience with private-pay home care operations
* Experience with EVV systems
* Experience with caregiver scheduling and workforce coordination
* Experience with compliance tracking and documentation management
* Experience with QuickBooks Enterprise
* Experience supporting small business operations

## Position Details

* Remote position
* Long-term opportunity
* Part-time to start (approximately 5–10 hours per week)
* Hours expected to increase as the business grows
* Flexible schedule
* Preference for availability during Eastern Time business hours

Application Questions
1. How many years have you used WellSky Personal Care or ---------- ?
2. What functions did you perform within WellSky? (Scheduling, billing, payroll support, assessments, care plans, reporting, etc.)
3. Describe your QuickBooks experience, including the versions you have used.
4. Have you reconciled caregiver hours, payroll records, and client invoices? Please provide an example.
5. Describe your experience working in a home care agency.
6. What is your desired hourly rate and weekly availability?

To confirm you read the entire posting, please begin your application with the phrase:

Operations Excellence