Fiscal Assistant III

Virginia Department of Social Services•Harrisonburg, VA

5d•$32,752 - $52,093

About The Position

Fiscal Assistant III is the specialist and/or lead level in the Fiscal Assistant occupational group. The position prepares financial paperwork created during FAPT presentations for approval of services and tracks service approvals or denials. It processes and checks POSOs, invoices, and other CSA fiscal transactions for accuracy, maintaining current records in spreadsheets, case records, electronic files, and hard-copy files. The employee provides copies of records to workers, CSA, or vendors as needed and researches information from CSA, case managers, and vendors, including fiscal-year rates, W-9s, and daycare licenses. The role ensures expenses are charged to the correct funding source, such as CSA or IV-E, prepares vendor reports and clothing allowance reports, and follows up with vendors for documentation and invoices needed for timely payment. The position also provides customer service by telephone, computer, and in person; coordinates payment matters with other departments, agencies, and vendors; and performs routine office tasks such as document preparation, filing, copying, and faxing. It prepares IV-E and Non-IV-E case actions, ongoing and one-time POSOs, fiscal-year closure vendor reports, and various monthly reports. The employee researches and evaluates financial data, verifies documentation, maintains accurate case files and financial records, and works with customers and vendors to resolve discrepancies. Applicants may be subject to background and other pre-employment checks, including criminal history, Central Registry, driving record, and drug screening, as well as fingerprinting and related verification checks. All offers are contingent on satisfactory results. The employee must be willing to work in a community emergency shelter during a natural disaster or emergency.

Requirements

High school diploma supplemented with bookkeeping coursework, plus related fiscal support experience using business and agency software, including spreadsheets, or an equivalent combination of training and experience providing the required knowledge, skills, and abilities.
Considerable knowledge of established bookkeeping and accounting principles and techniques as applied 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 spreadsheets; Microsoft Office Word and Excel, Adobe, scanning equipment, a calculator, and other office machines are specified.
Ability to organize, process, and maintain financial and other records effectively; analyze and record information; verify documents and forms for accuracy and completeness; and perform data entry.
Ability to understand and/or apply laws, regulations, and policies to the maintenance and purging of CSA records.
Ability to exercise independent judgment, discretion, and initiative, and to establish and maintain effective working relationships with employees and the general public.
May be subject to criminal history, Central Registry, DMV/driving record, fingerprint, employment and education verification, reference, credit (where relevant), and pre-employment drug checks; must meet agency insurance policy standards.
Must be willing to work in a community emergency shelter in the event of a natural disaster or emergency.

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 that all documentation needed to create a POSO, OTPO, or case action is present.
Prepare IV-E and Non-IV-E case actions, ongoing POSOs, and one-time POSOs.
Process and check POSOs, invoices, and other CSA fiscal transactions for accuracy.
Track service approvals and denials and ensure the correct funding source is used, including CSA, IV-E, or other sources.
Maintain tracking spreadsheets, electronic files, hard-copy files, and accurate case records.
Keep fiscal records up to date and provide copies to workers, CSA, or vendors as needed.
Research information from CSA, case managers, and vendors, including new fiscal-year rates, W-9s, and daycare licenses.
Prepare monthly activity, financial, vendor, and CSA Pool Reimbursement reports, as well as vendor reports during both halves of fiscal-year closure.
Prepare monthly clothing allowance reports for foster care case managers.
Notify vendors when required documentation or invoices have not been submitted and request POSOs and/or invoices to support timely payment.
Provide customer service by telephone, computer, and in person.
Coordinate payment matters with other departments, outside agencies, and vendors, and confer with customers and vendors to resolve discrepancies.
Sort and distribute documents and perform routine office functions, including document preparation, filing, copying, and faxing.
Maintain and update worker lists and lists of upcoming new fiscal-year POSOs that need to be created.
Research, analyze, and evaluate financial data; analyze and record information; and verify forms and documents for accuracy and completeness.
Apply relevant laws, regulations, and policies to the maintenance and purging of CSA records.