Fiscal Assistant-Budgets, Invoices, & Timecards (BIT) -Veteran Directed Care

BAY AGING•Urbanna, VA

4d•$21 - $21•Onsite

About The Position

The Budget, Invoicing, and Timesheets (BIT) Fiscal Assistant provides administrative and financial support to the Veteran Directed Care (VDC) Program. The role supports payroll processing; invoice and timesheet entry and processing; payroll tax payments; budget entry and maintenance; data maintenance in computer systems; business reporting; organized files and documentation; and participation in meetings as required. The position reports to the Veteran Directed Care, BIT Manager and is based on-site at Bay Aging in Urbanna, Virginia. The work is organized across budget tasks (45%), invoicing tasks (30%), payroll tasks (15%), and miscellaneous duties (10%). The Fiscal Assistant maintains program budgets and documentation in Cumulus, processes vendor invoices and purchasing documents, reviews and processes timesheets and payroll, and prepares reports. The role also supports customer service inquiries, cross-trains in VDC enrollment, customer service, and billing functions, and assists with other departments or services as operational needs require.

Requirements

High school diploma or equivalent; education may be substituted for experience.
A minimum of three to five years of bookkeeping experience, with education permitted as a substitute for 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.
Working knowledge of community-based human services programs and practices.
Strong customer service and interpersonal skills for respectful working relationships with clients, coworkers, leadership, and external partners.
Strong verbal communication skills for face-to-face and telephone interactions, and clear written communication for emails, letters, memos, and reports.
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, meet recurring deadlines, and work under deadline pressure.

Responsibilities

Enter new enrollee and renewal budgets in Cumulus, update budget changes and line-item caps and oversight fees, and adjust budgets based on spending plans.
Scan and upload VA authorizations and spending plans, maintain appropriate records, and update suspension records for hospitalizations, rehabilitation stays, and approved employee start dates.
Communicate with VAMC staff to identify and resolve renewal authorization issues in a timely manner.
Enter and process veteran invoices in Cumulus, resolve pending or partially approved invoice issues, and establish and maintain vendor records, including uploading W-9s.
Scan and upload invoices and process vouchers and purchase orders for submission to Bay Aging’s Finance Department, including documents for VDC office supplies and departmental purchases.
Review the No Timesheets Report and follow up as needed; check timesheets for accuracy and completeness; enter and process paper timesheets and process electronic timesheets in Cumulus.
Resolve pending or partially approved timesheet issues, export timesheets from Cumulus to CYMA, and review Budget Caps reports with Options Counselors to address overbudget line items.
Process payroll, generate reports after each payroll run, meet payroll deadlines, and ensure employee garnishments are processed and paid by their due dates.
Gather information and prepare reports as requested, maintain organized files and documentation, participate in meetings as required, and perform other assigned duties supporting the VDC program.
Cross-train in VDC enrollment, customer service, and billing functions; assist with customer service inquiries from clients and staff.
Assist additional departments and services as assigned or as operational needs require.