Fiscal Assistant-Urbanna, VA

Urbanna
10/8/2020

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Position Description

JOB SUMMARY
The Fiscal Assistant provides support to programs and services of Bay Aging. They will complete the following job tasks: assisting with payroll, reconciling invoices, processing payments, entering data into computer systems, writing business reports, filing documents, and attending meetings.

ESSENTIAL FUNCTIONS
1. Assist with the preparation of Veterans Directed Care (VDC) employer/employee packets for distribution to Options Counselors as needed (10%):
- Make copies of employer/employee packets, complete new employer/employee letters, complete packets with information provided by Options Counselors, set up paper files for each packet. Provide the packets in a timely manner to allow Options Counselors necessary time to meet appointment deadlines with clients.
2. Assist with the review of VDC employer/employee packets once Options Counselors have completed packets with clients (10%):
- Review the completed employer/employee packets for client signatures, ensure that all necessary forms have been received by completing the New Participant Approval Checklist and the Employment Packet Checklist. Notify and work with Options Counselors to gather any missing documentation by processing deadlines. Obtain necessary employer account numbers and ensure that employer/employee packets are complete.
3. Assist with entering employer and employee information in CYMA (10%):
- Enter individual employer information in CYMA, set up new employees in CYMA.
4. Assist with semimonthly processing of payroll of all veteran employees. (10%)
- Gather timesheets for all veteran employees using the Timesheet Checklist. Email timesheets to Options Counselors and billing staff. Review timesheets for accuracy and overtime. Also review individual veteran budgets to ensure hours submitted do not put the veteran over their monthly budget by updating spending reports semimonthly. Enter timesheets into CYMA for payroll processing. Process payroll and generate reports after each payroll run. Must be able to work well under pressure to meet payroll deadlines. Assist with the payroll check distribution process and ensure that paychecks are mailed by distribution deadlines.
5. Assist with payments of payroll taxes, garnishments, and quarterly/yearly payroll reporting for all veteran employers. (10%):
- Ensure that all federal and state employer payroll taxes are paid by payment deadlines. This includes verifying tax amounts in CYMA and Excel. Assist as needed with preparation of 940, 941, 941X, Schedule B, Schedule R, VA-5, VA-6, VEC-FC-20, W-2s, and W-3s. Ensure that all garnishments are paid by payment due date.
6. Assist with preparation of monthly Statement of Services Received and electronic billing of claims for the VDC program. (35%):
- Assist with the preparation and mailing of monthly Statement of Services Received for all veterans enrolled in the VDC program.
- Enter all client data and claim information into EZClaim for electronic claim submission of all VDC claims on a monthly basis. Post payments from the Veterans Administration and update accounts receivable reports in a timely manner. Follow up on outstanding claims with VA staff.
7. Miscellaneous (15%):
- Timesheets are to be filed accurately and timely.
- Gathers any information or prepares other reports as requested. Performs all other duties as needed by the fiscal department.
- Assist with providing customer service to all callers related to the VDC program.
- Assists with other programs/services as assigned or needed.
KNOWLEDGE
Knowledge of General Accounting principles and proficient in the use of Excel (e.g. formulas, reports, graphs, Quickbooks, and CYMA.

Working knowledge of:
- Microsoft Office programs (e.g. Word, Outlook)
- CYMA
- Microsoft Excel

ABILITIES
- Work well under the pressure of recurring deadlines.
- Attention to details and strong organizational skills.
- Establish and maintain effective working relationships with co-workers, clients and outside parties.
- Strong verbal communication skills in person and on the phone
- Strong written communication (e.g. reports, letters, emails)
- Adequate computer, calculator and bookkeeping skills required.
WORKING ENVIRONMENT
Office-based position with minimal physical requirements (ability to lift 20lbs, walking and climbing stairs). No independent travel required around the area served by Bay Aging.
None of the essential functions of the position can be performed remotely.

MINIMUM QUALIFICATIONS
High School Graduate with a minimum of three to five years bookkeeping experience. Education may be substituted for experience.
Must possess a valid driver’s license.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

FLSA status: This is a non-exempt position.
Benefits to include: Medical, Dental, Vision, 401K Retirement, Paid Leave, etc.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.

Type: Full-time