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

BAY AGING•Urbanna, VA

4d•$50,000 - $50,000•Onsite

About The Position

The Budgets, Invoices, & Timecards (BIT) Specialist supports Bay Aging’s Veteran Directed Care (VDC) Program by handling financial and payroll-related operations. The role manages payroll processes; processes and enters invoices and timesheets; enters and maintains budgets; accurately records data in computer systems; prepares reports; maintains organized files and documentation; and participates in meetings as required. The position reports to the Veteran Directed Care, BIT Manager and is based in the office in Urbanna, Virginia. Remote work may be permitted in circumstances approved by the supervisor. Payroll duties make up approximately 65% of the role. The specialist reviews timesheet reports, checks timesheets for accuracy and completeness, processes paper and electronic timesheets through Cumulus, resolves timesheet issues, exports timesheets to CYMA, monitors budget caps, processes payroll, generates reports, and completes payroll-cycle tasks by strict deadlines. Invoicing duties account for approximately 15% of the role and include processing veteran invoices, maintaining vendor records and W-9s, uploading invoice documentation, and preparing vouchers and purchase orders for submission to Bay Aging’s Finance Department. Budget duties account for approximately 15% and include entering and updating veteran budgets, caps, and oversight fees; reviewing spending plans; uploading authorizations and plans; and updating suspension records. Other duties include preparing requested reports, cross-training in VDC functions, supporting customer-service inquiries, and assisting other departments as operational needs require. This is an exempt position. The salary is $50,000 per year. Bay Aging is an Equal Opportunity Employer and provides reasonable accommodation for individuals with disabilities.

Requirements

High school diploma or equivalent required; education may be substituted for experience.
Three to five years of bookkeeping experience required.
Valid driver’s license required.
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.
Working knowledge of community-based human services programs and practices.
Strong customer-service and interpersonal skills to maintain effective, respectful working relationships with clients, coworkers, leadership, and external partners.
Strong verbal communication skills, including face-to-face and telephone interactions.
Clear, concise written communication skills for emails, letters, memos, and reports.
Ability to mediate conflict and engage clients in productive, solution-focused conversations.
Ability to maintain confidentiality and handle sensitive client information appropriately.
Strong attention to detail and ability to enter and maintain accurate data in a timely manner.
Strong organizational skills and ability to prioritize, multitask, and meet recurring deadlines.
Ability to work independently, manage tasks autonomously, and provide regular updates to supervisors and coworkers.
Ability to work effectively under pressure, particularly with recurring payroll deadlines.

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 or partially approved timesheet issues in Cumulus.
Export timesheets from Cumulus and provide them to CYMA.
Review the Budget Caps report and collaborate with Options Counselors to resolve overbudget line items.
Process payroll, generate required reports after each payroll run, and complete payroll-cycle tasks by strict deadlines.
Maintain the Fiscal Assistant Task Checklist and ensure payroll-related 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 submission to Bay Aging’s Finance Department, including those related to VDC office supplies and departmental purchases.
Enter budgets for new enrollees and renewal budgets for established veterans in Cumulus.
Update budgets, budget line-item caps, and oversight fees as required.
Review spending plans and adjust budgets in Cumulus accordingly.
Scan and upload VA authorizations and spending plans and file documents 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 other departments and services as assigned or as operational needs require.
Cross-train in VDC Enrollment, Customer Service, and Billing functions.
Assist with client and staff customer-service inquiries, providing accurate and professional VDC-related support.