Fiscal Assistant III

Virginia Department of Social Services•Harrisonburg, VA

About The Position

The Fiscal Assistant III is a specialist and/or lead-level role in the Fiscal Assistant occupational group. The position prepares and tracks financial paperwork created during FAPT presentations for approval of services, processes and checks POSOs, invoices, and other CSA fiscal transactions for accuracy, and maintains associated records in hard-copy files, electronic files, and spreadsheets. The employee ensures appropriate funding sources are used, researches and retrieves information from CSA, case managers, and vendors, and keeps fiscal records and worker lists current. The role prepares monthly vendor reports and clothing allowance reports for foster care case managers, follows up with vendors for required documentation and invoices, and prepares IV-E and Non-IV-E case actions, ongoing POSOs, and one-time POSOs. The Fiscal Assistant III also prepares vendor reports during both halves of fiscal-year closure, provides customer service by telephone, computer, and in person, coordinates payment matters with departments, agencies, and vendors, and performs routine office functions. Applicants may be subject to criminal-history, Central Registry, DMV/driving-record, employment, reference, education, and other checks, as well as a pre-employment drug screen. Employment offers are contingent on satisfactory results. The employee must be willing to work in a community emergency shelter in the event of a natural disaster or emergency. The position is covered by specified provisions of the Code of Virginia requiring fingerprinting and a criminal-history and Central Registry search. Applications must be submitted electronically through the website; mailed, emailed, faxed, or hand-delivered applications and resumes are not accepted.

Requirements

High school diploma supplemented with bookkeeping coursework and related fiscal support experience using business and agency software, including spreadsheets, or an equivalent combination of training and experience.
Considerable knowledge of applying established bookkeeping and accounting principles and techniques to governmental accounting transactions, and of arithmetic.
Working knowledge of state and local government fiscal regulations, policies, and procedures, and office accounting methods and procedures.
Skill operating a personal computer and business and agency software, including Microsoft Office Word and Excel, Adobe, spreadsheets, scanning equipment, a calculator, and other office machines.
Ability to organize, process, and maintain financial and other records effectively.
Ability to analyze and record information.
Ability to understand and/or apply laws, regulations, and policies to maintaining and purging CSA records.
Ability to verify documents and forms for accuracy and completeness.
Data-entry skills.
Ability to exercise independent judgment, discretion, and initiative in completing assignments and dealing with employees and the general public.
Ability to establish and maintain effective working relationships with employees and the general public.
Must be willing to work in a community emergency shelter in the event of a natural disaster or emergency.
Must meet applicable background-check and screening requirements; offers are contingent on satisfactory results.
Must submit the application electronically; mailed, emailed, faxed, and hand-delivered applications and resumes are not accepted.

Nice To Haves

High school diploma supplemented with bookkeeping coursework and related fiscal support experience using business and agency software, including spreadsheets, or an equivalent combination of training and experience.

Responsibilities

Verify documentation required to create a POSO, OTPO, or case action.
Prepare financial paperwork created during FAPT presentations and track service approvals or denials.
Process and check POSOs, invoices, and other CSA fiscal transactions for accuracy.
Maintain and update tracking spreadsheets, electronic files, hard-copy files, case records, and financial records.
Ensure records are current and provide copies to workers, CSA, or vendors as needed.
Retrieve and research information from CSA, case managers, and vendors, including fiscal-year rates, W-9s, and daycare licenses.
Ensure the correct funding source is used, including CSA, IV-E, or another funding source.
Prepare monthly reports to vendors requesting POSOs and/or invoices to support timely payment.
Provide foster care case managers with a monthly clothing allowance report.
Prepare IV-E and Non-IV-E case actions, ongoing POSOs, and one-time POSOs.
Prepare vendor reports during both halves of fiscal-year closure.
Notify vendors when required documentation or invoices have not been submitted.
Prepare monthly and other activity reports, including the monthly CSA Pool Reimbursement Report.
Sort and distribute documents as necessary and maintain accurate case files.
Research, analyze, and evaluate financial data; confer with customers and vendors to resolve discrepancies.
Provide customer service by telephone, computer, and in person.
Coordinate payment matters with other departments, outside agencies, and vendors.
Perform routine office functions, including document preparation, filing, copying, and faxing.
Maintain and update worker lists and lists of upcoming fiscal-year POSOs that need to be created.