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Position Description

Bay Aging is seeking a full-time, Fiscal Assistant forthe Veterans Directed Care Program. This is a great opportunity to join adynamic team.

The fiscal assistant will assist with processing of alldocuments for payroll processing for our Veteran clients. Attention todetail and accurate data entry are critical components.

Excellent MSOffice skills required. Come share your talent with us. 98% ofemployees say they are proud to work at Bay Aging.

Pay : $16.25 / hr-$18 / hr

ESsential functions

1. Customer Service (60%) :

• Answersincoming VDC calls. Will provide technical assistance to clients and employeesrelated to e-Timesheets, the Participant Dashboard, and the Employee SelfService Portal.
• Willbecome knowledgeable in all aspects of VDC and provide timely responses toclient / employee requests. Will escalate calls to the appropriate manager asnecessary.
• Willbe responsible for providing timely, professional, and courteous responses toall callers. All requests for information or assistance will be provided within24 hours.

2. Administrative Tasks (20%)

• Conducts daily mailpick up / drop off at main office (morning & afternoon) and distributes mailto the appropriate VDC staff.
• Coordinatesobtaining signatures from the main office.
• Coordinatestimely and accurate filing of all VDC documents with other departments.
• Assistswith other tasks as needed related to Enrollment, Budgets, Invoices,Timesheets, and Billing.
• Gathers any information or preparesother reports as requested. Performs all other duties as needed by the fiscaldepartment.
• Cross trains with other staff membersto learn Enrollment, Billing, & BIT aspects of the program.

3. Assistwith Enrollment as needed (10%) :

• Make copies of employer / employee packets, complete newemployer / employee letters, complete packets with information provided byOptions Counselors, set up paper files for each packet.
• Provide the packets in a timely manner to allow OptionsCounselors necessary time to meet appointment deadlines with clients.
• Review the completed employer / employee packets forclient signatures, ensure that all necessary forms have been received bycompleting the New Participant Approval Checklist and the Employment PacketChecklist.

Notify and work with Options Counselors to gather any missingdocumentation by processing deadlines.

• Obtain necessary employer account numbers and ensurethat employer / employee packets are complete.
• Complete all reporting associated with new hires andnew employers including but not limited to criminal history, sex offender, OIG,and new hire reports.
• Enter individual employer information in CYMA & FMSEngine, set up new employees in CYMA & FMS Engine.

4. Assistwith BIT as needed (5%)

• Enter paper timesheets in FMS Engine and processelectronic and paper timesheets in FMS Engine. Notify Options Counselors of anyissues with timesheets or budget limits.
• Process payroll and generate reports after each payrollrun. Must be able to work well under pressure to meet payroll deadlines.
• Ensure that all federal and state employer payrolltaxes are paid by payment deadlines.This includes verifying tax amounts in CYMA and Excel.

Assist as needed with preparation of 940,941, 941X, Schedule B, Schedule R, VA-5, VA-6, VEC-FC-20, W-2s, and W-3s.Ensure that all garnishments are paid bypayment due date.

5. Assistwith Billing as needed (5%) :

Submit electronic claims on a monthlybasis and resubmit rejected and denied claims in a timely manner.Post payments from the Veterans Administrationand update accounts receivable reports in a timely manner.

Assist with the preparation of monthlyCumulative Reports and Statements of Services Received for all veteransenrolled in the VDC program.

KNOWLEDGE

Knowledge of General Accounting principles andproficient in the use of Excel (e.g., formulas, reports, graphs, Quickbooks,FMS Engine, and CYMA.

Workingknowledge of :

• Microsoft Office programs (e.g., Word, Outlook)
• CYMA
• FMS Engine
• Microsoft Excel

ABILITIES

• Work well under the pressure of recurring deadlines.
• Attention to details and strong organizational skills.
• Establish and maintain effective working relationships with co-workers,clients, and outside parties.
• Strong verbal communication skills in person and on the phone
• Strong written communication (e.g., reports, letters, emails)
• Adequate computer, calculator and bookkeeping skills required.

WORKING ENVIRONMENT

Office-based position with minimal physicalrequirements (ability to lift 20lbs, walking and climbing stairs). Noindependent travel required around the area served by Bay Aging.

Must possess a current Virginia Notary Commission orability to obtain one.Must have or bewilling to obtain an ID.ME account to access federal databases.

None of the essential functions of the position can be performedremotely.

MINIMUMQUALIFICATIONS

High School Graduate with a minimum ofthree to five years bookkeeping experience. Education may be substituted forexperience.

Must possess a validdriver’s license.

Disclaimer : This job description is not designed to cover or contain a comprehensivelisting of all activities, duties or responsibilities that are required of theemployee.

From time to time, the supervisor will ask job holder to performadditional duties related to the completion of the work.

BayAging is an Equal Opportunity Employer. All applicants will beconsidered for employment without discrimination on the basis of race,color, religion, sex, sexual orientation, gender identity, national origin,age, veteran or disability status.

Bay Aging is committed to providingaccess, equal opportunity, and reasonable accommodation for individuals withdisabilities in employment, its services, programs, and activities.

To requestreasonable accommodation,

Last updated : 2024-04-24