ABOUT THE OPPORTUNITY

Ascend Mind and Body is seeking an experienced medical office manager/accountant to join our mission-driven behavioral health team. This is a rare opportunity to shape the infrastructure and growth of a multispecialty clinic that is redefining mental health and wellness by treating the mind and body.
The ideal team member will enjoy being a part of a younger practice that will expand to a much larger practice in the next 5 years. The ideal candidate will enjoy working on a large variety of growth and improvement initiatives with a core focus on practice performance reporting through the accounting system (accounting and financial reporting excellence) as well as being involved in continuous improvement of all aspects of day-to-day office operations. The ideal candidate will enjoy, and be willing to do, what’s needed in the early days of practice growth and expansion, and be able to elevate to a key executive role as the practice builds to having many locations strategically placed throughout the state of Florida and beyond.

REQUIREMENTS

· Strong Accounting experience with proficiency in Quickbooks, Sage or similar.
· Demonstrated capabilities in the areas of GL, P&L, FP&A,
· Monthly preparation of financial statements
· Proven experience as a Medical Office Manager or relevant administrative role
· Experience with streamlining office operations
· Knowledge of medical office administrator responsibilities, systems, and procedures
· Proficiency in MS Office (MS Excel and MS Outlook, in particular)
· Excellent time management skills and ability to multi-task and prioritize work
· Attention to detail and problem-solving skills
· Excellent written and verbal communication skills
· Strong organizational and planning skills

SKILLS AND QUALIFICATIONS

• 5+ years’ experience in an accounting/bookkeeping role
• Strong time-management, communication, and multitasking abilities.
• Advanced computer skills with proficiency in EHR and Practice Management systems.
• Excellent leadership, team-building, and problem-solving skills.
  Hours Monday–Friday, 8:30 to 5:30 p.m.
  If you’re a motivated medical office manager with accounting skills and are eager to build something meaningful, join Ascend Mind and Body. Your expertise will drive operational excellence, ensure compliance, and support the growth of a patient-focused practice committed to delivering top-quality care. Apply today and become part of this transformative mission.
  Disclaimer: Additional duties may be assigned as needed. Ascend Mind and Body clinic is an equal opportunity employer and does not discriminate on the basis of age, race, religion, gender, sexual orientation, marital status, veteran status, or disability status. All employees are subject to the successful completion of a background check and drug screening.
  Job Type: Full-time
  Pay: $50,000.00 - $70,000.00 per year

Benefits:

• Paid time off

Work Location: In perso

KEY RESPONSIBILITIES

In this startup, you’ll report to the owner and CEO. Primary activities will include:
1. Financial Record Keeping
· Accurately record all financial transactions using accounting software eg. Quickbooks
· Maintain and reconcile general ledger accounts and patient billing ledgers.
· Track and categorize expenses, revenues, and reimbursements.
2. Accounts Payable & Receivable
· Manage and process incoming payments from insurance companies and patients.
· Monitor outstanding patient balances and oversee collections processes as necessary.
· Process vendor invoices, verify accuracy, and ensure timely payments.
· Reconcile payments with insurance explanation of benefits (EOBs)
3. Payroll Administration
· Prepare and process payroll, including employee time tracking, benefits, etc.
· Ensure payroll compliance with state and federal laws.
· Coordinate with external payroll services, if applicable.
4. Bank & Credit Card Reconciliations
· Perform monthly reconciliations of all bank and credit card accounts.
· Identify and investigate discrepancies or unusual transactions.
5. Financial Reporting & Budgeting
· Generate regular financial reports (monthly, quarterly, annual)
· Assist with annual budget preparation and monitor adherence.
· Provide financial insights and cash flow analysis to support strategic decisions.
6. Tax Compliance & Preparation
· Ensure accurate and timely filing of sales tax, 1099s, tax documentation, etc.
· Coordinate with external accountants for quarterly and annual tax filings.

1. Compliance & Documentation

• Maintain documentation and records in accordance with IRS/State regs
• Prepare financial records for audits or external reviews.

1. Office Management

• Oversee and streamline office methods, processes, technology and team members in way that continuously improves patient experience, provider experience, and practice financial performance

DAILY AND MONTHLY RESPONSIBILITIES

• Function as the primary point of contact for operational inquiries, ensuring seamless coordination among reception, clinical, and administrative teams.
• Oversee medical receptionist/assistant duties: scheduling, intake, EHR management,
• Maintain vendor relationships and office/medical supply inventories, troubleshooting any issues to keep the clinic running smoothly.
• Prepare and review managerial, financial, and reconciliation reports on a daily, weekly, and monthly basis.
• Verify that all patient encounters, clinical notes, and superbills are accurately recorded for proper billing.
• Create and post relevant social media content (directly and with marketing support), responding to inquiries and promoting the clinic’s services and community presence.