Budgets, Invoices, & Timecards (BIT) Specialist-Veteran Directed Care-On-Site & In-Person (47908)

The Budget, Invoicing, and Timesheets (BIT) Specialist provides support to the Veteran Directed Care (VDC) Program by assisting with financial and payroll-related operations. This position is responsible for managing payroll processes; processing and entering invoices and timesheets; entering and maintaining budgets; accurately entering data into computer systems; preparing business reports; maintaining organized files and documentation; and participating in meetings as required. This key position reports to the Veteran Directed Care, BIT Manager. Salary: $50,000/yr

Essential functions

1. Payroll Tasks (65%):

- Review the no timesheets and timesheet errors reports in Cumulus and follow up as needed.

- Review timesheets for accuracy and completeness prior to processing.

- Enter and process paper timesheets and process electronic timesheets in Cumulus.

- Review and resolve issues related to pending and partially approved timesheets in Cumulus.

- Export timesheets from Cumulus and provide them to CYMA.

- Review the Budget Caps report to ensure veteran spending aligns with budget guidelines and collaborate with the Options Counselors to resolve overbudget line items.

- Process payroll and generate required reports following each payroll run.

- Work effectively under pressure to meet strict payroll deadlines.

- Maintain the Fiscal Assistant Task Checklist and ensure all payroll-related tasks are completed each payroll cycle.

2. Invoicing Tasks (15%):

- Ensure all veteran invoices are entered and processed in Cumulus.

- Review and resolve any issues related to pending or partially approved invoices.

- Set up and maintain vendor records in Cumulus, including uploading W-9s for all vendors.

- Scan and upload all invoices into Cumulus in accordance with documentation requirements.

- Process vouchers and purchase orders for submission to Bay Agings Finance Department to ensure timely payment.

- Process vouchers and purchase orders for invoices related to office supplies and departmental purchases for the VDC program.

3. Budget Tasks (15%):

- Enter Budgets for new enrollees in Cumulus in a timely manner.

- Enter renewal budgets for established veterans and update budget increases and decreases in Cumulus as needed.

- Update Budget Line-Item caps and oversight fees in Cumulus as required.

- Review spending plans and adjust budgets in Cumulus accordingly.

- Scan and upload VA authorizations and spending plans into Cumulus and file documentation in appropriate records.

- Update suspension records in Cumulus to reflect hospitalizations, rehabilitation stays, and approved employee start dates.

4. Miscellaneous (5%):

- Gathers information and prepares reports as requested; performs other duties as assigned in support of the VDC program.

- Assists with additional departments and services as assigned or as operational needs require.

- Cross-trains with other staff to gain working knowledge of VDC Enrollment, Customer Service, and Billing functions.

- Assists with customer service inquiries from clients and staff as needed, providing accurate and professional support related to the VDC program.

KNOWLEDGE, SKILLS, AND ABILITIES

- Relies on extensive on-the-job training and experience to successfully perform assigned duties.

- Strong customer service and interpersonal skills to establish and maintain effective, respectful working relationships with clients, co-workers, leadership, and external partners.

- Working knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and standard office equipment.

- Basic computer, calculator, and bookkeeping skills required.

- General accounting principles and proficiency in the use of Cumulus and CYMA.

- Working knowledge of community-based human services programs and practices.

- Working knowledge of data entry, data evaluation, and record maintenance.

- 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 with the ability to enter and maintain accurate data in a timely manner.

- Strong organizational skills with the ability to prioritize, multitask, and meet recurring deadlines.

- Ability to work independently when necessary, managing a variety of tasks autonomously while providing regular updates to supervisors and co-workers.

- Ability to work well under the pressure of recurring deadlines.

WORKING ENVIRONMENT

Office-based position with minimal physical demands, including the ability to lift up to 20 pounds, walk, and climb stairs. No independent travel is required. The ability to work remotely may be permitted under circumstances approved by the supervisor.

Qualifications

High School diploma or equivalent required with a minimum of three to five years of bookkeeping experience. Education may be substituted for experience. Valid drivers license required. Must have, or be willing to obtain, an ID.me account to access federal databases.

FLSA Status: This is an exempt position.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Director, Human Resources at (804) 758-2386, Ext. 1228 or [email protected] .

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.