Budgets, Invoices, & Timecards (BIT) Specialist-Veteran Directed Care-On-Site & In-Person (47908)

Bay Aging•Urbanna, VA

3d•Onsite

About The Position

The Budget, Invoicing, and Timesheets (BIT) Specialist supports the Veteran Directed Care (VDC) Program’s financial and payroll operations. The position manages payroll processes; processes and enters invoices and timesheets; enters and maintains budgets; accurately enters data into computer systems; prepares business reports; maintains organized files and documentation; and participates in meetings as required. The position reports to the Veteran Directed Care, BIT Manager. Payroll responsibilities include reviewing timesheet exception reports, checking timesheets for accuracy and completeness, processing paper and electronic timesheets in Cumulus, resolving timesheet issues, exporting timesheets to CYMA, monitoring veteran spending against budget caps, processing payroll, and generating payroll reports. The role also maintains a payroll task checklist and works to meet strict payroll deadlines. Invoicing and budget responsibilities include entering and processing invoices, maintaining vendor records, processing vouchers and purchase orders, entering and updating budgets and budget caps, reviewing spending plans, and uploading required authorizations and documentation. The specialist also updates suspension records and prepares reports as requested. The position may cross-train in VDC enrollment, customer service, and billing, and may assist with client and staff inquiries or other departmental needs. It is office-based with minimal physical demands. Remote work may be permitted with supervisor approval; independent travel is not required. The role pays $50,000 per year and is exempt.

Requirements

High school diploma or equivalent; education may be substituted for experience.
Three to five years of bookkeeping experience.
Valid driver’s license.
Must have or be willing to obtain an ID.me account to access federal databases.
Basic computer, calculator, and bookkeeping skills.
General accounting principles and proficiency in Cumulus and CYMA.
Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, and standard office equipment.
Working knowledge of data entry, data evaluation, and record maintenance.
Strong customer service, interpersonal, verbal communication, and written communication skills.
Ability to mediate conflict and engage clients in productive, solution-focused conversations.
Strong attention to detail and ability to maintain accurate data in a timely manner.
Strong organizational skills and ability to prioritize, multitask, and meet recurring deadlines.
Ability to work independently, manage varied tasks, and provide regular updates to supervisors and co-workers.
Ability to work effectively under pressure and meet strict payroll deadlines.
Ability to establish and maintain effective, respectful working relationships with clients, co-workers, leadership, and external partners.
Ability to maintain confidentiality and appropriately handle sensitive client information.

Nice To Haves

Working knowledge of community-based human services programs and practices.

Responsibilities

Review Cumulus no-timesheet and timesheet-error reports and follow up as needed.
Review timesheets for accuracy and completeness before processing.
Enter and process paper timesheets and process electronic timesheets in Cumulus.
Review and resolve pending and partially approved timesheet issues in Cumulus.
Export timesheets from Cumulus and provide them to CYMA.
Review budget-cap reports and collaborate with Options Counselors to resolve over-budget line items.
Process payroll and generate required reports after each payroll run.
Maintain the Fiscal Assistant Task Checklist and ensure payroll tasks are completed each payroll cycle.
Enter and process veteran invoices in Cumulus and resolve pending or partially approved invoice issues.
Set up and maintain vendor records in Cumulus, including uploading vendor W-9s.
Scan and upload invoices into Cumulus in accordance with documentation requirements.
Process vouchers and purchase orders for the Bay Aging Finance Department and for VDC office supplies and departmental purchases.
Enter budgets for new enrollees and renewal budgets for established veterans in Cumulus.
Update budget increases, decreases, line-item caps, and oversight fees in Cumulus as needed.
Review spending plans and adjust budgets accordingly.
Scan and upload VA authorizations and spending plans into Cumulus and file documentation in appropriate records.
Update Cumulus suspension records to reflect hospitalizations, rehabilitation stays, and approved employee start dates.
Gather information and prepare reports as requested, and perform other duties in support of the VDC program.
Assist with additional departments and services as assigned or as operational needs require.
Cross-train in VDC enrollment, customer service, and billing functions.
Assist with customer service inquiries from clients and staff, providing accurate and professional support.
Maintain confidentiality and handle sensitive client information appropriately.
Meet recurring payroll and other deadlines while managing and prioritizing assigned work.