Job Description

Job Location: Bay Aging - Urbanna, VA 23175
Position Type: Full Time
Salary Range: $50,000.00 Salary/year
Job Category: Admin - ClericalThe Enrollment Specialist provides support to programs and services of Bay Aging. They will complete the following job tasks: assembling and reviewing employer and employee packets for accuracy, entering data into computer systems, writing business reports, filing documents, and attending meetings.  Reports to the Enrollment & Data Services Manager, Veteran Directed Care.  Salary:  $50,000/yr
Essential functions
- Manage the preparation of VDC employer/employee packets for distribution to Options Counselors as needed (20%):
- - 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.  Update forms as needed each year.
- Manage the review of VDC employer/employee packets once Options Counselors have completed packets with clients (20%):
- - 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.  Notify options counselors of approved status of packets in a timely manner.
- Manage the process of entering employer and employee information in FMS Engine & CYMA to meet payroll deadlines (20%):
- - Review and enter individual employer information in FMS Engine & CYMA, set up new employees in FMS Engine & CYMA.
- - -Complete Enrollment Wizards for Consumers, Employers, and Employees in FMS Engine.
- Manage E-Timesheet & Participant Dashboard system in FMS Engine & Employee Self Service Portal in CYMA to meet payroll deadlines (10%):
- Ensure all employers and employees have access to the E-Timesheet module and assist clients and employees with training on how to utilize the system as needed.
- Ensure all employers have access to the Participant Dashboard system in FMS Engine.
- Ensure all employees have access to the Employee Self Service Portal in CYMA. Assist with training as needed.
- Manage completion of all reporting related to New Hires (10%):
-Complete New Hire Reporting, Criminal History & Sex Offender Searches, List of Excluded Entities & Individuals Searches (new hire & monthly, vendors & employees), set-up of Rapid Pay Card accounts, and mailing of Direct Deposit letters in a timely manner.
- Update Employer & Employee Information in FMS Engine & CYMA(10%):
-Will be responsible for demographic imports into CYMA once fully functional in FMS Engine.
-Update addresses, phone numbers, email addresses, tax exemption changes, direct deposit changes, etc.
-enter employee terminations and consumer closings.
-enter veteran closing information into FMS Engine & CYMA
-complete employment verification requests.
-maintain current list of all Power of Attorney documents.
-maintain current and accurate list of all tax form expiration dates and update expiring tax documents annually
-complete annual notification to employees to update tax exemptions as needed.
-request updated tax documents from all employees that have claimed exemption from federal and/or state or local taxes annually in a timely manner.
-will be responsible for scanning all applicable employer/consumer/employee forms in FMS Engine and filing in appropriate files.
7.  Process tax documents (5%):
-Process all employer tax documents including forms 2678, 8821, and state and local equivalents.
8.  Miscellaneous (5%):
- Gathers any information or prepares other reports as requested. Performs all other duties as needed by the VDC department.
- Assist with providing customer service to all callers related to the VDC program.
- Assists with other programs/services as assigned or needed.
- Cross trains with other staff members to learn BIT, Billing, & Customer Service aspects of the program.
- Will be responsible for supervising support staff.
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
- FMS Engine
- 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. Must possess a current Virginia Notary Commission or ability to obtain one.  Must have or be willing to obtain an ID.ME account to access federal databases. None of the essential functions of the position can be performed remotely.

QualificationsHigh 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.
FLSA status: This is an exempt position.
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.
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) 758-2396, Ext. 1228 or mduchemin@bayaging.org.