Fiscal Service Specialist II

POSITION

Fiscal Service Specialist II

REVISION DATE 

10/28/2025

PROGRAM

FISCAL SERVICES

POSITION SUMMARY

This position is responsible for maintaining fiscal records, billing, data entry and processing payroll. The position is expected to work within the program and policies directives of the Fiscal Department Program of the Wai`anae Coast Community Mental Health Center, Inc. /Hale Na`au Pono.

REPORTS TO

Fiscal Officer. This position is also guided by the position description, policies and procedures, applicable State and Federal laws, and the standards and requirement of the pertinent professional organizations and disciplines.

CLASSIFICATION

Full Time, Non-Exempt

COMPENSATION

$23.00 - $26.00 Hourly

I. MAINTENANCE OF FISCAL RECORDS

Vendor Files, Check Requests and Voided Documents

1. Process Contractor payments for Child programs.

2. Assist Staff Accountant with weekly checks.

3. Ensures timely (preferably daily) and proper filing of processed check requests into the appropriate vendor files.  Filing of all processed check requests must be completed on a weekly basis.

4. On a quarterly basis, randomly reviews vendor files against vendor ledgers for completeness and ensures missing check requests are located and filed.

5. Ensures that voided check requests are properly noted with the vendor credit memo (CM) numbers and a photo copy of the corresponding VOIDED checks are attached to the check requests.

6. Maintains a file of the original VOIDED checks accounted for in chronological order.

Charge Tags and/or Progress Notes and Group Home Client Files

Data Entry

7. Responsible for the maintenance and filing of Child program charge tags according to established filing procedures.

8. Responsible for the maintenance and filing of Adult program charge tags according to established filing procedures.

9. Responsible in maintaining a file of authorization forms for the case management program.     

10. Maintains the group home client files- copies of admission, discharge, program enrollment agreements, transfers and authorizations.

11. Maintains a monthly Excel spreadsheet showing progress notes received for each client.

12. Ensures timely receipt of progress notes scheduled to be received by Fiscal every Tuesday from the case management CCS.  Informs Staff Accountant of delays in receipt of such progress notes.

13. Responsible for the accurate and proper entries of the progress notes into Medisoft data entry system in accordance with established data entry procedures.

14. Ensures that all received progress notes during the week are entered into Medisoft within the same week of receipt of such progress notes.  Informs Staff Accountant of barriers in meeting the scheduled deadline.

15. Responsible for printing the “pre-billing” report as soon as the data entry is completed.     Submits claims for payment via Instamed.

16. Responsible for the maintenance of the billing files according to established filing procedures.     Billing files consists of the “approved pre-billing reports” and the printed copy of Form 837 or CMS 1500

17. Responsible for entering client information upon admission and discharge into Medisoft on a timely manner.  Admission and discharge forms must be posted within three calendar days from admission or discharge of client.

18. May be asked to generate reports for the bi-weekly adult program utilization reporting and monitoring (UR meetings).

Insuranc​e Billing of Services

19. Be familiar with the various billing software currently in use.

20. Be trained into using the Medisoft billing software.

21. Using the approved “pre-billing reports” proceeds with entering the billing information into various billing portals Medisoft and Instamed.

22. Reconciles the billing information processed against the “pre-billing reports”.

23. Reconciles the “remittance advice” against the billed services to determine the paid, unpaid and denied billings.

24. Reports to Staff Accountant the known discrepancies and send photocopies of the remittance advice to Adult Services Program Assistant for resolution.  Follows up the resolution of the discrepancies within three calendar days.  Informs Staff Accountant of the progress of the resolution.

25. Maintains a billing file in accordance with established filing procedures.  Billing file will be organized by insurance company and by program on a monthly basis.

26. Provide billing reports for Adult UR meetings.

27. Provides monthly CM client encounter reports for quarterly score card.

28. Responsible for inputting Group Home client information into Medisoft, and assigning a MM code.

29. Does billing for CAMHD and APRN.

30. Entering Transitional Family Home clients and billing for Oahu and Hilo.

31. Provide Medisoft reports for TFH UR meetings.

Other Clerical Duties

Payroll Processing

Payroll Bookkeeping Responsibilities

Processing of Payroll Deductions

32. Photocopy documents, type labels and mail letters as directed

33. Assists in pulling documents, files and reports during agency audits and as directed

34. Prepares vendor files, labels, other fiscal files including payroll files as directed.

35. Shreds confidential documents in accordance with agency policy.

36. Maintains an inventory of fiscal supplies and equipment.  Submits supply requests as needed to Executive Assistant.

37. Helps maintain a neat, clean and healthy working environment.

38. Ensures that consumer rights and confidentiality are protected in accordance with agency policy.

39. Learn to process checks and be available as alternate in the absence of Staff Accountant (emergencies).

40. Performs other related duties as may be required.

41. Receives timesheets and verifies accuracy and completeness of payroll information (regular hours, approved PTO hours, supervisor approval and employee signature).     Checks the mathematical computations of the hours reported.  Ensures approval of PTO by submission of approved PTO requests.

42. Receives and compiles all Personnel Action Forms to be processed for the pay period.     Ensures that all information changes are properly inputted into the payroll system:  i.e. Changes in payroll deductions, payroll taxes, direct deposit, address changes, status change, 401(k) contributions and loan repayments, TDI, salary adjustments and other payroll deductions.

43. Ensures that all new hires and terminated employees’ information are available and accurate at time of input.

44. Occasionally may process manual checks when necessary for unplanned terminations or correction of processed paychecks.

45. Checks the availability of PTO hours requested by the employee for time offs, PTO donations and PTO cash outs.

46. Manages the agency’s payroll input system, by printing reports such as: trial payroll, payroll taxes report and payroll deduction summaries for review.

47. Ensures that payroll allocation percentages are regularly updated for changes.

48. Ensures that employee cost centers are updated every pay period.

49. Responds to requests for copies of W2’s and pay stub information within established guidelines.

50. These responsibilities will be updated upon the acquisition and implementation of the new payroll software.

51. Maintain PTO spreadsheet to reconcile with ADP records and to make notes whenever there are adjustments to employee PTO.

52. Responsible in maintaining and updating the following payroll related duties:

a.      Personnel PERMANENT files.

b.      Personnel CURRENT year files-timesheets, approved PTO requests personnel action forms, authorizing documents for payroll deduction i.e. garnishments, 401(k) loans, medical insurances, life insurances, direct deposits, etc.

53. Files the following payroll reports:

a.      Payroll registers and other customized payroll reports per pay period.

b.      Quarterly Form 941 Federal and State payroll taxes reconciliation (Federal income tax withholding, Social Security tax withholding, State unemployment reports).

54. Prepares the following reports on a quarterly basis;

a.      Quarterly TDI report to Hartford Insurance.

b.      Quarterly worksite summary report to Department of Labor.

55. Prepares the monthly Group Home roster of Residential Assistants (RA’s) for

56. Review by the Group Home Program Manager to determine inactive RA’S.

57. Prints payroll deduction summary and accordingly completes the check request form to pay out payroll deductions within three (3) business days following payroll check date i.e. garnishments, child support, etc.

58. Prepares and submits check requests no later than the 3^rd business day of each month for advanced monthly payments of the following:

a.      Medical and dental insurance.

b.      Pacific Guardian Life – Accounts 100, 101 and 300.

c.      Beneflex for Cafeteria Plan deductions.

59. Prepares the supporting journal entry to record in Excel worksheet.

60. Prepares check request for the quarterly premium due for TDI insurance (Hartford)) no later than the 5^th business day following the end of the quarter.

61. Reviews the individual PTO used and accrued for each pay period and makes appropriate adjustments when needed.

II. TRAINING 

62. Takes down relevant notes while training on the new payroll software and incorporate the same into a step by step procedures manual to complement the operating manual for the new payroll software.  The idea is to provide an instructional reference for payroll processing.

63. Cross trains another staff in the new payroll software.

III. OTHER FUNCTIONS

64. Performs other duties as assigned

IV. QUALIFICATIONS

Knowledge / Abilities

65. Knowledge of database management programs and experience maintaining individual data files in a complex management information system.

66. Ability to meet recurring deadlines.

67. Ability to be flexible.

Education & Experience

68. Bachelor’s degree in accounting, business administration or High School diploma/GED plus five (5) years of experience, which have led to, required competencies.

69. Experience with the operation and maintenance of management information systems and experience maintaining individual data files.

Physical Requirements

70. Within reasonable modifications, must be physically able to perform efficiently the duties of the position. Any physical condition which could cause the applicant to be a hazard to him/her or to others will disqualify him/her for appointment.

IV. OTHER REQUIREMENTS

71. Valid driver's license and clean traffic abstract within the past three years and ready access to an insured vehicle.

72. Availability to work flexible hours, including nights, weekends and holidays.

73. Provide consent and necessary information for a criminal background check.

74. Consents and submits to drug testing according to agency policy and procedure.

75. Provide a TB clearance and COVID-19 vaccination.

76. Able to complete all physical requirements of the job with or without a reasonable accommodation.