Office Coordinator at Vaco, LLC

Indianapolis, IN 46214

About the Job

Vaco has partnered with a healthcare industry client near downtown Indianapolis to fill an Office Coordinator position. This is a full-time in office (NOT remote) position. There is also a requirement to attend two evening virtual board meetings per month. Office hours can be adjusted those days.

Job responsibilities include:

For the CFO
Accounts Payable

Receive vendor invoices.
- Assign GL #’s.
- Post into Quickbooks.
- Give to CFO to review.
Weekly: Determine invoices to be paid; print checks; give to CFO for review; mail checks.

Accounts Receivable

Receive patient and insurance payments.
Deposit checks in bank.
Batch payment information to be posted.
Scan batches to billing staff for posting.

Other

Outgoing mail postage.
Building vendor correspondence\coordination.
Order supplies.
Take reception cash to the bank and make change when needed,
Attend monthly Finance Committee meeting (3^rd Tuesday of each month 5:00pm – 6:00pm. Currently all are virtual and can be attended from home) and take minutes. Compile minutes for CFO review after.

For the CEO

Prepare monthly Board of Director meeting packets.
Prepare other meeting packets as assigned.
Attend virtual monthly Board of Director meetings and record the minutes (4^th Tuesday of the month January – October. November and December are scheduled around the holidays and can very. These are virtual except March, June, September, & December when they are in-person at the clinic; 6:00pm – 8:00pm). Compile minutes for review after.
Manage meeting schedules for CEO & CFO.
Set up the community room for monthly staff meetings.
Other administrative assistant duties as assigned.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

the individual’s skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.