Job Description

Job Location Bay Aging - Urbanna, VA 23175 Position Type Full Time Salary Range $20.50 Hourly

Job Category Admin - Clerical

The BIT Fiscal Assistant provides support to programs and services of Bay Aging. They will complete the following job tasks: managing payroll, processing, and entering invoices and timesheets, processing payroll tax payments, entering and managing budgets, entering data into computer systems, writing business reports, filing documents, and attending meetings. Reports to VDC BIT Manager. Pay Rate: $20.50/hr

Essential functions

1. Assist with bi-weekly processing of payroll of all veteran employees. (15%)

• Gather timesheets for all veteran employees using the Timesheet Checklist (paper & electronic timesheets). Review No Timesheets Report in FMS Engine. Review timesheets for accuracy. Enter and process paper timesheets into FMS Engine. Process electronic timesheets in FMS Engine. Review and resolve issues for all pending and partially approved timesheets in FMS Engine. Will be responsible for completing Timesheet Imports into CYMA from FMS Engine. Review the Budget Caps report to ensure that veteran spending is within budget guidelines. Work with options counseling staff to resolve overbudget line items. Process payroll and generate reports after each payroll run. Must be able to work well under pressure to meet payroll deadlines. Manage the payroll check distribution process and ensure that paychecks are mailed by distribution deadlines.

2. Manage payments of all federal, state, and local payroll taxes, garnishments, and

quarterly/yearly payroll reporting for all veteran employers. (10%):

• Ensure that all federal, state, and local 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 and other state equivalent tax forms. Ensure that all garnishments are paid by payment due date. Update annual state unemployment tax rate changes in FMS Engine & CYMA in a timely manner.

3. Manage payment of all VDC invoices (20%):

- Ensure all veteran invoices are entered and processed in FMS Engine.Resolve any issues

related to pending or partially approved invoices. Set up vendors in FMS Engine. Upload W-9s

for all vendors in FMS Engine. Scan all invoices into FMS Engine. Process vouchers and

purchase orders for submission to Bay Aging’s finance department for payment in a timely

manner. Process vouchers and purchase orders for all invoices related to office supplies and

purchases made for the VDC department.

4. Manage data entry of all budgets including annually renewed budgets and budget

Increases/decreases as needed (50%):

• • Enter Budgets for new enrollees into FMS Engine in a timely manner.

- Enter renewal budgets in FMS Engine for established veterans as needed. Update budget

increases and decreases as needed in FMS Engine. Update Budget Line Item caps and

oversight fees as needed. Review all spending plans and adjust budgets in FMS Engine accordingly. Scan copies of VA authorizations and spending plans into FMS Engine and file in appropriate files. Update Suspension records in FMS Engine to reflect hospitalizations and rehab stays. Enter suspension records to reflect approved to start dates for employees. Communicate with VAMC staff to resolve issues with renewal authorizations.

5. 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 Enrollment, Billing, & Customer Service aspects of the program.

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 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.

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.

FLSA status: This is a non-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